- Using the POS terminal/cash register
- POS configuration
- Configuration of the relevant hardware
- Withdrawal/deposit accounts
- Working with the cash register interface
- Cashing up and cancelling receipts in the POS
- Balancing the cash
Using the POS terminal/cash register
The cash register function integrated in Xentral - referred to as Point of Sale (POS) - allows you to process cash transactions at a point of sale. During the sales process, articles can either be scanned or added to a transaction directly from Xentral’s stock list. Sales can either be handled anonymously for walk-in customers, or linked directly to a customer from the master data.
The cash register allows for the following actions:
- Cash payment
- Debit card payment
- Credit card payment
- Payment via money transfer
- No receipt or with invoice/sales receipt
- Discount in EURO or percentage
- Cancellation function
- Load receipts
- Open drawer
- Save operation
Creating a project
Create a separate project for the cash register under Master data → Projects.
Defining the cash book
Every cash register requires a cash book in which the corresponding sales are booked. Cash books are created under Administration → Settings → Business accounts. To do this, a new business account must be created, and the type must be set to “Cash”.
The cash book created in this way will then be listed under Accounting → Cash book.
Setting the customer number for “walk-in” customers
In Master Data → Addresses, create an address that will be used as a proxy for all anonymous customers. A suitable name could be, for example, “walk-in” or similar. This address will be stored later in the project settings (see screenshot under POS settings).
Creating a cashier
The cash register interface can only be operated by designated cashiers. A cashier can be created only if he/she already exists as an employee in Master data → Addresses. It is important that the employee is expressly given the role of “Employee of the corresponding POS project”, it is not enough if the employee only has the role “Employee of all project”.
If the record for the employee exists, this can be added as a cashier under App Center → POS (Configuration) → Overview.
Create a new cashier with “New”
And select the corresponding employee from the master data, the project (location, branch), and assign a cashier number.
Assignment of permissions for cashiers
Assign at least the following permissions for cashiers:
- WELCOME: login, logout, settings, start, homepage
Please check directly the missing permissions in the system log. Run the workflow completely and check in the system log. Assign all missing permissions.
Configuring articles for discount
To easily and quickly give discounts to customers at the checkout or to work with vouchers, you need to create a so-called discount article, which you will also store in the project settings later on.
Since this is not a percentage discount, the article is also not to be marked as a discount article (see screenshot). Rather, the discount is deducted via a negative sales price, which can, however, also be flexibly changed during the sales process.
In addition to this “standard discount article”, you can also create any number of other discount articles of this type, for example to issue seasonal vouchers and then evaluate the sales achieved through this channel.
You do not need to define a specific picking procedure for the POS. All project settings can be configured under Administration → Settings → Sales → POS Settings:
- Warehouse process: It defines whether a stock item entry is required for a given sale, and if so, from which warehouse the goods to be sold can be picked
- POS warehouse for sale: It defines the warehouse for the POS, provided that “Pick from set POS warehouse” has been selected in the warehouse process (In addition, the “POS warehouse” option must be activated for each shelf under Warehousing & Logistics → Warehouse Management → Shelves)
Note: The field “No auto-shipping (blocked stock) warehouse” must be clicked so that the checkbox with “POS warehouse” appears and can be selected.
- Preferred price group: Only the article sales prices assigned to the price group on file are referred to
- Cash register for cash: Indication of the cash book
- Walk-in customers: The address created for walk-in customers (see above)
- Process customers from foreign number ranges: With this option, during the sale you can also select customers from other projects
- Allow only articles from project: Only articles that have the same project as the POS are displayed in the POS
- Create delivery note: A delivery note is also generated (important when using best before dates and batches!)
- Cash register label 1: The “Internal comment” field can be renamed here for the receipts
- Cash register label 2: The “Free Text” field can be renamed here for the receipts
- Apply article description to the receipts
- POS indication as net amount: All prices are indicated as net amounts
- Multiple orders per cashier: Entry of multiple orders per cashier possible through “Save operations” and “Load”
- Automatic logout: Here you can set the rules for an automatic logout. The time period for the logout can be defined both for each checkout process and generally
The following buttons can be activated in the POS settings for the cash register- Payment method cash
- Payment method debit card
- Payment method credit card
- Payment method money transfer
- Invoice receipt
- Sales receipt
- Discount in %
- Discount in EUR
- Open drawer
- Load receipts
By pressing the Discount buttons you can select a discount (in Euros or percent) and apply it immediately to all products in the shopping cart. When you select the EUR discount, the article description that you have previously stored in the discount article and transferred to the project settings will be shown on your invoice.
In addition, you can choose to accept tips only with debit cards and credit cards. In this case, the button will not be available for other payment methods (grayed out). The reason behind this is that tip management should not be permitted by the employees themselves, but should only be possible via the tax advisor.
In case of sales via POS terminal, the “Debit payment” button is displayed if a ZVT (German protocol) is set in the POS project.
Here you can configure the relevant settings. Extended address fields
- Force payment method selection
- Title preselection
- Extended warehouse query
Here you can configure which documents are output at the checkout during a transaction, how often, and on which printer: Output receipts after closing
- Number of delivery notes
- Number of invoices
- Number of delivery note copies
Configuration of the relevant hardware
The individual hardware components should be set up as illustrated below:
After that, you still need to set up the POS in Xentral to be able to use the cash register, as described in the following video: https://www.youtube.com/watch?v=D6XG0GxVcKQ
Configuring the sales slip printer
To print sales slips in addition to invoice receipts, you can set up a sales slip printer. First, you need to set up the connection to the adapter box. In the Administration → Settings → System view, open the Adapter Box item.
In the Adapter Box view, select NEW. Xentral will then guide you through the setup in 3 steps.
First, you can set the network settings manually if required. If you make any changes here, save them with the “Save” button. To go to the next step, click “Continue with step 2”.
Note: We recommend using a network cable, as this is the best and most stable way to run the system. The use of WLAN is possible in principle, but we do not support it, since this is rather error-prone and the possible problems typically concern the user’s network settings.
For this step, Xentral will provide you with a list of actions to perform. Go through this list carefully in the order given. You will now need the FAT-formatted USB stick.
Once you have gone through the list, proceed with step 3 and enter a printer name and the serial number of the adapter box.
In the last step, the setup can be checked by means of a test print. If the test print is OK, you can select the sales slip printer in the POS settings and add it to the project.
Important: In the POS you must select the “Sales receipt” option so that a sales slip is printed together with the invoice.
Free field on sales slip
You can output a free text of the article per article position on the sales slip.
39 characters can be displayed per line. With a | in the free text field you can create a break in this position text.
Note: The free field name also appears on the receipt, but only if it is not empty in the free field settings.
ZVT connection for EFT-POS terminal
It is possible to connect ZVT-compatible EFT-POS devices by entering the IP address and port of the device. When the “Debit Card” payment method is selected, this will transfer the amount to the device.
Via the Debit Payment button in the sales dialog, a tip can be booked in case of sale debit card (see Buttons).
Note: The system only sends a feedback to the card reader, not back to Xentral.
- IP address: The IP address of the card reader
- Port: The port to which the card reader is connected
Note: These settings can usually be found on the device.
In case of ZVT system, you have to specify the IP address and the port of the card reader in Xentral. Note: Usually the card reader is connected to the local network and has “only” a local IP address. But of course, if you run Xentral in the cloud or on an external server, Xentral cannot access the local IP address of the card reader. In this case you have to make the local IP address or port externally available with the router. Please contact your administration, as only administrators can take care of this. Xentral does not offer the option to make the internal IP address public. Please continue to ensure security as well. This means that access should be protected with firewalls or VPN systems.
Note: Xentral does not yet support the output of the debit card sales slip via the cash register printer. Therefore, the setting for sales slip printing does not need to be deactivated in the EFT-POS device.
In Xentral you have to option to define specific accounts for withdrawal or deposit of funds in the POS with the corresponding tax rates.
The “New entry” button can be used to define a new account.
When the “Deposit” or “Withdrawal” button is pressed in the POS terminal, as soon as an account is defined a dialog appears where the withdrawal/deposit account can be selected with a corresponding reason.
In the POS cash book, the reason also appears as an entry.
Furthermore, a sales slip is printed for each withdrawal/deposit operation.
Working with the cash register interface
POS log in
You can log in to the POS under Sales → POS with the cashier number that was assigned when the cashier was created.
If the login is successful, the cash register interface is unlocked. If there are goods to be sold, select first in the top center either an actual customer from the master data, or "walk-in customers" for an anonymous operations. If a new customer record is to be created, select “New customer”.
Under Shopping Cart, add the articles that the customer wants to purchase. To do this, you can search for the articles using the field marked in the screenshot (spacebar = list all available items), or enter articles using the barcode scanner (to do so, the cursor must be in the blue text field that is marked).
Negative quantities are not allowed in POS positions, as they cannot be processed and would lead to errors in the warehouse.
Once all the items to be sold have been recorded, use the corresponding buttons in the upper right area of the screen (see screenshot) to select the type of transaction and, if necessary, the payment method. Also select whether an invoice should be printed or not.
Close the transaction using the “Sell” button. After closing, the receipts for this transaction will be printed.
Serial numbers in the POS
It is possible to enter serial numbers directly in the POS interface.
To do so, the following option must be selected in the article.
The following must be set in the POS project in the POS settings:- There must be a stock deduction → The stock process must not be “Do not create stock item entry”.
- Creating a delivery note
In the system settings (Administration → Settings → System → Basic settings → System), select the following option:
Best before dates + batches in the POS
Batches and best-before-date articles are booked out according to the FIFO principle (first in first out).
Similar requirements as for serial numbers (see above):- In the article settings: Use batch and best before dates
- In the POS settings: Create delivery note, warehouse movement active
- In the system settings: Show batch + best before dates on receipts
Cashing up and cancelling receipts in the POS
Orders/invoices can be loaded into the POS interface where they can be billed or cancelled. The payment date on which the payment was made at the POS is printed on the sales slip. Regardless of this, the PDF invoice receipt in WaWi will contain the invoice creation date.
To do this, click on the “Load receipt” button.
You will get the following selection:
Once you have entered an order or invoice number in the popup above and clicked on “Bill via cash register”, the respective receipt will be loaded in the cash register interface.
The following data is acquired from the receipt and transferred to the POS interface:1. The positions of the receipt 2. The address data of the receipt.
After that, you can continue to process the operation as a normal POS transaction.
Partial receipt cancellation
The “Partial cancellation” button loads all the positions of the order/invoice in the popup. After that you can enter the quantity of the individual positions that should be canceled.
Click the “Apply” button to load the specified positions into the POS.
Full receipt cancellation
The “Complete cancellation” button loads all positions directly into the POS interface. If you click on the red cancellation button, you can create a credit note.
The amount of the credit note is written off in the cash book and marked as a withdrawal in the POS daily closing. The invoice created in Xentral is automatically canceled and a credit note receipt is created for the transaction.
Multiple orders per cashier
If “Multiple orders per cashier” has been selected in the project settings, the two buttons “Save transaction” and “Load” are visible in the POS interface.
With the “Save transaction” button, you can save the already entered articles of a transaction in a list (e.g. if the customer wants to buy additional articles); with the “Load” button, instead, saved transactions can be loaded and cashed up.
Balancing the cash
You can find the cash register closing in the POS interface under the tab “Closing”.
The cash balance is created automatically at the beginning of the day. Note:
- All daily POS bookings are automatically fed into this daily closing
- This means that it does not have to be set manually
- Once you have counted and “committed” the cash, the count is also transferred to the daily closing
With the PDF icon on the right you can view/download the statement. The following positions of the day are listed:
- All revenues per payment method
- Cancelled receipts (if an invoice created from the POS is cancelled)
- Deposits and withdrawals from the cash register
- Total income (cash) as gross and net amounts
- Initial cash amount
- Final cash amount
- Counted cash (divided into coins and bills)
Here is a sample PDF of the cash statement over several pages:
Here you can count all the coins and bills and enter the corresponding values in the relevant fields.
Button “Commit counted values now”: It loads the number of coins e bills into the daily closing.
- It creates an adjustment booking in the POS cash book
Button “Commit counted values now without correction booking”: It loads the number of coins e bills into the daily closing.
Here, a collective PDF is created for all daily statements of a given month.
Here you can obtain a clear and concise cumulative statement with the sum of the values from all the days of the month.
Receipt of payment
Importing payments In the “Accounting->Receipt of payment” area, the cash register bookings can be imported. To do this, select the corresponding cash register via the pencil icon, then you will be forwarded to the “Import” dialog. Via the “Live-Import” button the cash register bookings can be called up and then imported by pressing the “Finish booking” button. As soon as the booking has been imported, the invoice receipts of the cash register are also balanced accordingly.
It is checked if there are several bookings with the same basic amount and date on that day. If so, then the number of the cash booking is added in brackets.
POS reports settings
Under Master data → Projects → Settings → POS Settings you can set the scope of monthly or daily closings.
- Monthly reports without individual booking: Here a summarized report is generated in which the individual bookings are not displayed
- Hide individual bookings: This hides the individual bookings in the daily statements, and only the in and out entries are displayed