Point of Sale

Overview

Point of Sale (POS) is a module designed to empower organisations, from manufacturers to retailers, to efficiently manage all aspects of their sales and stock control. It provides an integrated suite of tools for accurate physical inventory tracking, comprehensive stock records, and streamlined handling of goods. The module is crucial for maintaining precise control over assets, enabling informed decisions for purchasing and sales, and ensuring regulatory compliance and operational efficiency.

Here are the key features and functionalities of the Point of Sale module:

Sales Operations: Facilitates various transaction types, including Cash Sales, where payments are received immediately, Credit Sales for delayed payments, and Lay-by Sales with options for partial deposits. It supports Quotations, which can be converted into cash or credit sales, and handles Returns of items, ensuring stock is accurately re-calculated. The system controls selling prices, alerts users if an item is sold at a zero price, and allows for discounts on prescriptions and other items, with specific rules for applying discount vouchers, particularly for cash sales.
Customer Relationship Management: Manages a comprehensive Customer Profile, including personal details, loyalty information, invoices, and payment history. A Loyalty Program automates point redemption and tracks customer transactions. Fleet Management is a key feature, allowing for detailed tracking of vehicle and driver information, setting up driver PINs for enhanced security, tracking mileage, implementing card restrictions, and managing credit limits and prepayments for fleet customers. The system can restrict vehicle fueling to one fill per day.
Product and Inventory Management: Supports a robust Product Master to maintain detailed item information, including UPC, SKU, weight, dimensions, brand, engine, and vehicle details, with the ability to load product images onto the POS grid. It simplifies item creation by pre-populating default values. For Kit Items, the system can display components on the POS grid and allows returns of custom kits. Prescription management includes loading instructions, recording administration fees, adding patient names to receipts, and generating non-prescription labels with usage instructions for over-the-counter medicines.
Transaction and Shift Management: Provides comprehensive tools for Shift Management, covering opening, partial closing, and full closing of shifts, alongside Cash Management functions for 'Cash In' and 'Cash Out' with specified reasons. It allows users to park transactions for later retrieval and processing. A Customer Orders View provides a clear display of customer orders with their current status (e.g., in progress, ready), enhancing visibility for both staff and customers.
Printing, Receipts, and Labels: Generates a variety of receipts (A4, 80mm) that can include barcodes, customer information for prescription sales, and item warranty details. It can email receipts directly to customers. The system produces various barcode labels for products, transfers, and lot/bin items, including specialised labels like those for jewellery tags, with options for customisation and previews. Reprint functionalities are available for receipts, parked slips, and processing slips, ensuring compliance with requirements like "COPY SALE" or "COPY REFUND" designations for VMS.
System Integration and Compliance: Seamlessly integrates with Financial Management Information Systems (FMIS), such as JIWA, for inventory, accounts payable, and general ledger entries, with mechanisms to handle large transaction volumes and prevent duplicate entries. It ensures compliance with Tax Monitoring Systems (VMS/SDC), generating tax invoices, handling SDC-specific data like invoice numbers and QR codes, and managing VMS failures. The system also supports integration with service station fuel pump systems.
Security and Configuration: Features robust role-based security to control access to various POS functionalities and data, including the ability to restrict cashiers from certain menus. It includes user barcode login and enforces password security with encryption and options for forced password changes. The system offers extensive configuration options for global and station-specific settings, such as customer display behaviour, item pricing rules, and handling negative stock. It also performs system health checks to verify data integrity and optimise performance, addressing potential timeouts for high-volume transactions.

Point of Sale contains the following menus: