Getting Started with Retail Point of Sale

Getting Started with Retail Point of Sale

• Installation and Setup• Configuring Hardware

• Receipt Printer• Cash Drawer• Scanner• Eftpos

• Integrating with QuickBooks• Till layouts

Getting Started with Retail Point of Sale

Points to Note prior to Installation

• Quickbooks Accounting and Retail Point of Sale must be using the same version in order to integrate

• Administrator must be installed on same PC as QuickBooks

• Networking will not work properly on Windows Home Editions

• Avoid Wireless Networks – cannot maintain a consistent connection to the database file

• You will need to reboot the PC after installing

Installation……

• Single PC Install• Select Administrator and

Terminal option

• Multi-PC Install• Install Administrator on Back

Office computer first• Install Terminal on Front

Counter

Installaton Process

• Setup Quickbooks datafile initially – *.QBW

• Create the POS Database file – QBPOS.PDB

• Configure the POS Terminal

Launch the POS Administrator prior to setting up the Terminal

Click Next…..

Creating the POS database

• Select the datafile either on the local PC or a Networked drive

You will be prompted immediately to transfer data

The lists are transferred from the Quickbooks datafile

• Administrator opens with the Options General tab open

• Check the Location of your Quickbooks file

• Summarise Transactions option will reduce no of transactions to one per session, but will make it a little harder to find problems.

Now start up the Terminal……

Activate Terminal…..

Terminal should open to Tools > Option

The Tools > Option tabs

• The place to configure the functionality of Terminal

• Keyboard tab gives you access to functional settings

Hardware Setup

• It is vital that the Hardware is compatible with Retail Point of Sale

• Hardware settings should be copied and saved

Hardware Setup

• The Cash Drawer is connected to the Receipt Printer – often COM2

• EFTPOS machines can be integrated and will allocated -COM1

• Most Barcode Scanner are a plug and go USB connection

The Till Layout

Product Number

Total Keys

Receipt View

Current Transaction

On Account

Laybys

Refund

Discounts

Quantity

Examples of different Till Layouts

End of Day – tell QuickBooksof your transactions

Terminal processes an End of Day Report for posting to the QuickBooks datafile

Select Reports to Print and Reset the Sales Information

• Select Z-Report to finalize the day.

• Select X-Report for progress updates throughout the day

• Do not reset the Transaction Number – POS transaction Numbers are accepted by QuickBooks and need to avoid duplication of document numbers.

On the Administrator click on the Post icon

Finds transactions to post

• The End of Day file is stored in the same directory as the QBPOS.PDB file. This is where the Administrator looks for the file.

• The End of Day file has this structure: QBpst – comp name -ddmmyy – hhmmss - 001.pos

• Administrator counts the number of *-001.pos files it finds.

After updating QuickBooks, tell POS of the changes…..

POS is now updated with the latest information

• Do an End Of Day and a Transfer daily.

• Transfer data whenever there is a relevant update to the QuickBooks datafile – particularly for Stock levels and price changes.

Troubleshooting Reckon Point of Sale

• Minimise in Administrator windows

• Symbols in Memos will cause errors in posting

• Quickbooks pdf Converter can interfere with COM port settings

• Copy till layouts as these cannot be recovered if PDB file becomes corrupt

• Copy of Retail POS Upgrade checklist

Questions?