Basic Training Manual Rev1 - cronsys.co.za

1 Basic Training Manual Prepared by Cron Systems 4 POS Basic Training Manual 1 Index Index Page 1 Important Information Page 2 Keyboard Layout Page 2-3 Doing a Sale Page 3-4 Void a Line Page 4 Reversal Page 4 Payout Page 4-5 Day End Run Page 5-7 Month End Run Page 7-8 Cash up Page 8-11 Lay-by/Account Sales Page 11 Doing a Lay-by/Account Sale Page 11-12 Receiving Payment for Lay-by/Account Sale Page 12-13 Customer Maintenance Page 13-17 Discount Page 17-18 Reports Page 19-21 4 POS Mailer Page 21-24 Notes Page 24 4 POS Basic Training Manual 2 Important Information: 1.

2 The 4 POS Domain Controller needs to always be open, you are allowed to minimize it, but not close it. 2. If you get stuck or are unsure please ask. 3. Do not give your password to someone else as you are then logged as the user and will have to explain if something goes wrong. Keyboard Layout: Action Key Search F1 Cash Sale F2 Card Sale F3 Cheque Sale F4 Account Sale F6 Split Tender F7 Account Payment Ctrl+F6 Payout Shift+F10 Open Draw Ctrl+F2 Tender F10 Logoff Alt+L Exit Application Alt+X Void Transaction Ctrl+F8 Void Line F8 Price Override F9 Global Discount Ctrl+F9 Reversal Shift+R Cashup F12 Receipt Print Toggle Alt+R Buffer Print Ctrl+P Suppress Transactions Ctrl+S Enter Enter Escape Esc Up Key Up Down Key Down Left Key Left Right Key Right Backspace Back Space Del Del Change Quantity j Point(.)

3 Open Transactions Shift+S Toggle Quick Keys Ctrl+T Menu Shift+F11 Menu Special Alt+F12 Configure Ctrl+C Security Override Alt+S Channel Select Alt+F9 4 POS Basic Training Manual 3 Price Check Ctrl+F1 R 200 Ctrl+Q R 100 Ctrl+W R 50 Ctrl+E R 20 Ctrl+A R 10 Ctrl+I R 5 Ctrl+F Debtors Ctrl+D Upload Sales Ctrl+V Foreign Currency Ctrl+F7 Retreive Transactions Shift+V Order Reference Alt+O Serial Reference Alt+E Card Reference Alt+C Doing a Sale: 1. Open the point of sale module. 2. Log on with your password. 3. Scan the barcode of the item or type the code in 6441. You can also search for an item by pressing F1 4 POS Basic Training Manual 4 4. Once the sale is completed, press F10 (Sub-Total). Now enter the amount tendered by your customer without the decimals.

4 In this example will be entered as 10000. 5. Now simply press the payment type F2 for Cash or F3 for Credit Card 6. Selling more than 1 quantity of a product : Either scan the product as many times as you wish or, Press the * (Asterisk) button to enter Quantity mode. Now type in the quantity you require & press enter. Void a Line: If you have rung up the wrong product, or your customer does not wish to take this product any more, simply press F8 (Void line), use the arrow up & down to select the product to be voided & then press enter. Reversal: 1. To go into reversal mode you press SHIFT and R then scan or input the item you want to reverse. 2. To do a reversal on multiple items you have to press SHIFT and R before every item you scan or input, the blue bar will show that you are in reversal mode and items will be in a different colour.

5 Payout: With the 4 POS system petty cash is controlled and checked by the system. Petty cash stays in the till and is used via the payout function. Reimbursements are NOT DONE. Store managers need to do a payout according to the slip and supply a comment Pick and Pay 1,5 kg sugar . During the course of normal trading, cash is removed from the tills as petty cash. POS has a payout facility that records these transactions. Payouts are captured in the cash-up process and are reflected in the reporting module. When you highlight this option on the menu and press the Enter key, or Press the Shortcut Key (Shift-F10), the Payout screen appears. 4 POS Basic Training Manual 5 Enter the narrative (reason) for the payout and the amount then press the proceed button.

6 The till will open and a Payout slip will print which is placed in the till replacing the cash taken for the payout. The payout slip will be reconciled during the cash-up process. Day End Run: A day-end is to be executed after each day of your store operations ( trade ). Once all tills have been cashed up, declared and the declarations posted to 4 POS Back Office. A day-end reconciles the daily information and closes the transactions for the day. Once a day-end is performed, any transactions that are performed are carried over to the next day s operations. In order to ensure that no further transactions are processed the 4 POS Point of Sale enables a cashier to suppress transactions so that they are not sent to the 4 POS Back Office.

7 The following day the tills are unsuppressed and the transactions are then posted for that day. Failure to execute a day-end will result in the store manager not being able to view a consolidated report of the activities for the day. From the Back Office main menu follow the following menu button path Day end / Month End - Day End Run. The Day End Run screen will appear. Several checks are made to determine the state that the Back Office is in. The next check that is made is to ensure that there are no outstanding Point of Sale cash-up declarations. If there are any outstanding cash-up declarations then the following screen will appear. 4 POS Basic Training Manual 6 If you are presented with the following screen, you will need to complete the cash-up declarations for each of the Point of Sale devices displayed in the list before you can run the day-end procedure.

8 The last check would be to ensure that there are sale transactions for the day. If there are not sale transactions then there is no need to run your day-end procedure. Once you have reflected all the day-end run errors, if any, you will be allowed to select the date for your day-end. This date will be reflected in all your stock and sales reports so it is imperative that you select the correct date. Once you have selected the correct date, click on the Next button. This will complete your day-end run. The 4 POS system checks the date on your computer and if it is the last day of the month, the 4 POS system automatically launches the Month End Run procedure. 4 POS Basic Training Manual 7 Month End Run: A month-end is executed at the end of the month and enables a store manager / owner to access a consolidated view of the entire month s activities.

9 Customer and supplier statements are determined based on your month-end so it is important to do your month-end run. From the back Office main menu follow the following menu button path Stock take - Month End Run. The Month End Run screen will appear. Several checks are made to determine the state that the Back Office is in. The first check that is made is to ensure that there are no outstanding Point of Sale cash-up declarations. If there are any outstanding cash-up declarations then the following screen will appear. Do a day-end run before beginning your month-end run. The last check would be to ensure that there are sale transactions for the month. If there are not sale transactions then there is no need to run your month-end procedure.

10 Once you have rectified all the month-end run errors, if any, you will be presented with the following screen. Clicking on the Next button will complete your month-end run. 4 POS Basic Training Manual 8 Once you have completed your month end-run, you can finalise the various financial aspects of your business at your leisure. Doing a Cash up: Cash-up of a till should take place at least once a day and requires a cashier to enter the number of units for each money denomination used to pay for transactions including cheques and cards. Once a cash-up is completed a reconciliation is performed by the 4 POS and outages indicated. Completion of a cash-up requires a declaration and a posting of the information to the server.