Entering POS Orders

The DEACOM Point of Sale (POS) application provides companies with the ability to sell merchandise, record and control inventory, and print customer receipts at multiple retail locations. The Cash Register also provides several POS features, such as real-time updating of customer and inventory records and the ability to apply various pricing options, promotions, and discounts. The Cash Register sales order entry process is similar to the process used within the main application. Additionally, when creating a Sales Order in the POS, DEACOM will apply the same Promotions and special pricing that would apply in the main application.

When lot-controlled items are added on Sales Orders and sold via the DEACOM Point of Sale application, users will be presented with the Lines From Order form in order to specify the lot(s) that will be sold. Note that the Lines From Order form will be displayed after users have completed entering information and clicking the "Save" button on the Enter Payment form. When working in the Cash Register, users may need to see if a part is currently in stock. While users cannot move or adjust inventory, they can check the status of a part and ship orders from within the Cash Register.

Configuration

In order to enter a sales order there are multiple items within the system that must be set up before entry.

Chart of accounts - the accounts should be in the system at this point even though none will get hit during the order entry process. An AR Account is needed for an order to be saved.
Customers must be entered into the system and validated.
Sales Terms must be populated and can come directly from the BT/ST record.
Facilities - Each sales order is going to need to have a facility linked to the order for it to be saved
Items - Every sales order needs an item added to it and that item must have a revenue account.
Payment Types - define the acceptable methods by which payment will be received during the invoicing process within DEACOM. Payment Types may be sorted to appear in the Cash Register application according to their frequency of use.
Freight Types and Ship Via Methods - These should be set up before sales order entry but will not truly come into play until the shipping process occurs.
Categories and Sub-Categories - when adding POS Buttons, these are optional fields to be assigned.
Deal Pricing, Discounts, and Promotions should be configured at Sales > Maintenance > Deal Pricing and Sales > Maintenance > Promotions and Discounts. For more information, refer to Creating Deal Pricing, Discounts, and Promotions.
Pricing Orders should be created in advance. For more information of creating orders, refer to Entering Sales Orders and for information on the different types of orders available, refer to Sales Order Types.
Registers - Introduced in version 15.05.013, Registers are the cash drawers used in POS and must be configured prior to entering orders. Setup information is available via Setting up the Cash Register.
Scales and the DEACOM Local / Cloud Local applications will need to be setup and installed if scales will be used with the POS application. Additional information is available in the "Using scales in the POS application" section on this page.

Process

Entering Sales Orders

Log into the Cash Register.
1. When running classic versions of DEACOM, the DEACOM Cash Register application is launched via the "cashreg.exe" file located in the main DEACOM application folder. Note that companies must obtain the appropriate number of cash register licenses when using this application. Please contact DEACOM Support for additional information on licensing.
2. When running web versions of DEACOM, or running Deacom in an 'on premise' setup, the cash register is accessed by typing "/CashRegister" at the end of the URL.
3. When logging into the Deacom Cash Register for a Managed Cloud System (MCS), the cash register is accessed by typing "/mainapp/cashregister" at the end of the URL.
Verify the session settings are correct.
1. Click "More" then "Settings".
2. Select the desired "Print To" and "Printer" where all generated documents should be sent.
3. Select the Register that is being used for the session, ensuring it is one that adheres to any Restrictions set on the user.
4. Select a Scale, if one is being used for sales. For more information on this option, refer to the "Using scales in the POS application" section of the Entering POS Orders page.
5. Save the changes and close the Setting form to begin transacting.
Select the Bill-to Company, which will automatically populate the Ship-to Company and many other header fields. Modify or supplement these fields as needed.
1. Note: Beginning in the version 17.00.016, the "Document Group" field is now available on the sales order. The default value for this field is provided from the Document Group field on the selected Ship-To Company. When the "Print Receipt" box is checked on the Enter Payment form, the system will check to see if this field is populated. If it is the system will print the appropriate Document Group. If this field is empty, the system will print the POS receipt as before.
Add lines to the order manually using the "Add" button (or scan parts to create lines by following the steps in the "Scanning Parts on a Sales Order" section).
1. At a minimum, specify the Part Number and Quantity being ordered for each line. There are three ways to specify the Part Number: Part Number, retail code, or UPC number.
  1. Note: Pricing may automatically pull in based on the sales pricing hierarchy.
2. If adding more lines to the sales order, click "Next" to save the first line and open a blank second line. The Page Down key on the keyboard can be used as a shortcut to accomplish the same thing.
3. When finished adding lines to the sales order, click the "Save" button to save the last line added, then close the form to exit from entering sales order lines and return to the sales order header.
Click the "Save" button on the sales order header and the system will display the Enter Payment form.
Enter the appropriate information, including the amount paid and payment type, on the form and click the "Save" button. Users also have the option of accepting pre-payments or splitting payments at this time.
At this point the system will display the Copies to Print form, which is used to print customer receipts.
Fill in the appropriate information as required and click the "Print" button to complete the process.

Scanning Parts on a Sales Order

On the POS system, if a scanner is hooked up and an order has been started (Customer selected), use the scanner to scan the barcode for the items being sold. Depending on the type of barcode being used, the information (Part Number, Description, Quantity, Price, etc.) will populate. Continue to scan items until each Part has been added to the order. Continue with the checkout process as normal.

The steps and subsequent notes below demonstrate the process for setting up and validating a catch-weight barcode format.

Set up a catch-weight part with a UPC number of TC1234, sold at $2.50/pop. Also mark the part to not require lot tracking when relieving.
Navigate to Inventory > Adjust On Hand and adjust in a quantity of 3 for the TC1234 part with catch-weights of 9.5, 10, and 10.5.
Navigate to Sales > Maintenance > Catch-Weigh Barcode Formats and set up a barcode format of length: 12, part: 1-6, price: 8-11. This is a standard UPC_A-12 barcode. Digits 7 and 12 are check digits to validate the integrity of the barcode if necessary. Make this the default.
In the cash register, scan or enter the following barcodes (TC1234623754, TC1234625004, TC1234626254), which correspond to the lots above that were created during the inventory adjustment. (catchweight * price is in digits 8 - 11)
Notice the UPC number and price are both represented in the barcode.
Save and then Ship (don't pre-pay) the order and validate that the correct lots are pulled from inventory.

Using scales in the POS application

DEACOM supports the use of scales for items that are sold by weight. Prior to using scales in the POS application, scales will need to be setup in DEACOM and the DEACOM Local or DEACOM Cloud Local application will need to be installed on the PCs that are attached to the scales. The links in the previous sentence provide detailed information on installing and setting up the necessary components.

Once setup, users will follow the process below.

Scan or enter the correct part in the "Part Number" field in the POS application.
The system will display the following prompt: "Please send scale data or press OK to select a different item.
Place the item(s) on the scale.
To send the weight from the scale to the "Quantity" field users will need to press the send button on the scale, indicated by the Return2.png symbol. Users also have the option of clicking the "OK" button on the prompt to clear out the value in the "Part Number" field and begin the process again. The system will automatically convert the scale weight to the item's unit weight.
If additional parts need to be weighed, repeat steps 1-4.
Once all lines have been added to the order users will continue with the normal sales entry process as indicated in steps 7-12 in the "Entering Sales Orders" section above.

Cash Register pricing

Once an item is selected during Sales Order entry, the DEACOM application will immediately check to see what, if any, Pricing Hierarchy exists for the specified item. If no hierarchy exists, the system will default to the Item Master list price. At this point the user has the option to keep the unit price or manually override the unit price.

Sign in to the cash register application by adding a "/cashregister" to the end of the DEACOM web application URL. Either sign in using the pin pad or click the "Switch" button and enter the normal username and password to sign in.
Select a Bill-to Company and Ship-to Company.
Click the "Add" button to add a Part to the order. Select a Part and enter a Quantity. This will prompt DEACOM to search the Pricing Hierarchy and assign a Unit Price. Users can either accept the price that populates or manually override the price. To finish adding the Part, click "Save" then "Exit".

Cash Register Promotions and Discounts

Promotions and Discounts can be set up to be added automatically during Sales Order entry, or manually, by selecting from a list of applicable Promotions and Discounts. Promotions will show up as a separate line item on the Sales Order, indicating the amount to be discounted or the quantity of free items in the case of buy one/get one free. Once a Promotion is added, the dollar amount and/or quantity to be ordered will be automatically adjusted as the order is modified. Unlike Promotions, Discounts do not add line items on sales orders, but instead apply the appropriate discount amounts to existing line items on the order. For more information on Promotional Codes see the help page at Sales > Maintenance > Promotions and Discounts.

To manually add a Promotion or Discount:

Follow Steps 1-3 in the Cash Register Pricing section above.
On the toolbar, click "More", then "Available Promos". The Select the Promotions to Add form will load with a list of available Promotions and Discounts to apply, based on the Customer and Part(s) selected.
Select the Promotion or Discount to add, click "Move" to move the Promotion or Discount from the left to the right, then click "Continue". This will prompt the Cash Register to apply the Promotion, displayed as a new line item, or the Discount, which will modify the line items on the order accordingly. When applying promotions marked for flexible pricing, the system will display the Enter Price form. This form indicates the the minimum and maximum price or percent values that can be applied for the selected promotion. See the "Using promotional codes" section for additional information on the flexible pricing.

Checking on hand inventory

Access the Cash Register by adding "/cashregister" to the end of the DEACOM web application URL.
Select a Bill-to and Ship-to Company.
Click "Add" to add a part. Select the Part by clicking the "Part Number" field. Before clicking "Save", the user has two options to check the inventory:
1. Click "On Hand". This will pull up the Inventory Locations Report, which shows on hand inventory split up by Location.
2. Click "Part Info". This will pull up the Item Inquiry form. More information can be found at Inventory > Item Inquiry.

Selling lot-controlled items

A lot-controlled item is one in which the "Require lot control when relieving" flag is checked on the Item Master Properties tab. Lot Control ensures that the exact lot or lots of materials are recorded when selling and shipping product to customers. When lot-controlled items are added on Sales Orders and sold via the DEACOM Cash Register application, users will be presented with the "Lines From Order" form in order to specify the lot or lots that will be sold. Note that the "Lines From Order" form will be displayed after users have completed entering information and clicking the "Save" button on the "Enter Payment" form.

The steps for specifying lots within the DEACOM Cash Register application are included below. Additional information on lot control is available in the "Enabling Lot Control" section via Inventory > Item Master, while full details for selecting lots on the "Lines From Order" form are available in the "Shipping a Sales Order" section via Sales > Ship.

Selecting lots via the Cash Register

To select lots when selling and/or shipping lot-controlled items via the DEACOM Cash Register application, follow the steps below.

Note: the steps begin after the appropriate Sales Order header information, such as Bill-to Company, Ship-to Company, Facility and Terms have been selected.

Click the "Add" button on the Sales Order header to display the "Edit Sales Order Line" form.
Select the appropriate item in the "Part Number" field.
Enter the quantity and verify/modify the unit price and discount information.
Once all the appropriate information has been entered, users may click the "Next" button if additional items are to be added to the order, or the "Exit" button if additional items will not be added to the order.
If additional items are going to be added, repeat steps 2-4 as necessary.
Once all the line items have been entered on the order, click the "Save" and "Exit" buttons on the "Edit Sales Order Line" form to close that form and return to the sales order header screen.
Click the "Save" button.
The "Enter Payment" form will be displayed.
Enter the appropriate information on this form and click the "Save" button.
The system will display the "Lines Form Order" form containing all line items for the selected sales order. If any item on the order requires a lot number to be specified, the words "Lot Required" will appear in the lot column for the appropriate line items.
Select the first line/row indicating "Lot Required" and click the "Modify" button.
The Edit Quantity form will be displayed.
Click the "Select Lots" button.
The Apply Inventory form will be displayed.
If using the oldest lot in inventory, click the "Use Oldest" button. If users wish to select a lot besides the oldest, they may select the appropriate lot from the list and then click the "Modify" button to display the "Select Quantity" form. This form is used to specify the quantity of that lot that will be used for the order. Once they have completed specifying the quantity, they will need to click the "Save" and "Exit" buttons to close the "Select Quantity" form.
If additional lots will be selected to fulfill the required quantity, users will repeat the instructions in the previous step. Again, this assumes that the user has not clicked the "Use Oldest" button.
Once all lots and lot quantities have been selected and specified, users should still be on the Apply Inventory form.
At this point, users will need to click the "Apply" button on this form to confirm the selection and close the "Apple Inventory" form.
The system will return the user to the Edit Quantity form.
Click the "Exit" button to return to the "Lines From Order" form.
If additional items require a specific lot to be specified, repeat steps 11-20.
Once all the appropriate lots have been specified, users may click the "Ship Order" button to complete the sales process.

Processing returns

Returns in the Cash Register application are handled by entering a negative Sales Order for the quantity to be returned. The order type of "Sales Order" is used when entering returns. The process is exactly the same as a normal Sales Order entry except that a negative value, representing the quantity that will be returned, will be entered in the quantity field on the "Sales Order Line" form.

The unit price may be defaulted based on the Pricing Hierarchy discussed previously but should be adjusted to reflect the price originally entered during the initial sale of the items. The order should then be saved and processed in the same manner as a normal sales order. The "Enter Payment" form that is displayed after the order has been saved will display a negative amount indicating the refund that is to be paid to the customer. Enter the negative amount in the "Amount Paid" field, remove the appropriate cash amount from the cash drawer, then click the "Save" button to finalize the process. The security setting "Sales orders -- create credit memo" controls access to this transaction.

Note: It is also important to determine if the "Do Not Post Inventory" flag on the Edit Sales Order Line form will be checked or unchecked. If material is being returned and a credit is being issued, this flag should be unchecked. If no material is being returned (in situations where the customer is keeping or otherwise disposing of the material) then this flag should be checked. In this case, the credit memo will simply be a for a dollar amount indicating the credit amount that will be applied to the customer’s account. The security setting "Sales orders -- do not post inventory" determines if this flag is enabled when entering a Sales Order.

FAQ & Diagnostic Tips

I know I have inventory on hand, but it is not showing up.

Verify you are working in the correct Facility and filtering for the correct Inventory bucket (Inventory, Quarantine, Reserved, etc.).

I have a Pricing Order setup, but the price is not coming through the Cash Register.

Verify the Release Date (date the pricing takes effect) is set and the Expiration Date is in the future.