POS Features


				

Contents

Overview

This page will help you use the features of the Point of Sale system. These features primarily edit and adjust Transactions at the Item level.

Qty +/-

The Qty +/- button adjusts the quantity of any line item in your transaction. This must be done BEFORE you Add a Tender to the transaction.

This function does NOT apply to a Bundle. If the Bundle, or any product within the Bundle, is the active item (highlighted), this button will be deactivated. This applies whether there are multiple items including the Bundle, or if the Bundle is the only product in the transaction.

To Adjust an Item Quantity:

  1. Click the specific line item in the transaction (dark gray). This is not required if there is only one (1) item in the transaction.
    Sample transaction
  2. Click the Qty +/- button. The Change Quantity pop-up displays over the transaction with the current quantity in the Quantity text box.
  3. To adjust the quantity, either:
    • Use the "-" or "+" buttons to add or subtract from the quantity.
    • Click in the Quantity text box and back space to clear the amount or double click to highlight the amount. Use your keyboard to enter your desired quantity.
      The Change Quantity pop-up.
  4. Click OK. The adjusted quantity will display in the line item.
    Adjusted Quantity.
  5. Repeat the process if necessary for that item or any other item.

Expected Service Provider

An Expected Service Provider (ESP) can be associated with service items. The ESP can be created by linking an employee with a service item in POS. If the Expected Service Provider (ESP) is not set for a particular item, select 'Add/Change Expected Service Provider' via the Edit button to search and select the user. Once set, the ESP can be easily cleared using the 'Clear' button. The system remembers the ESP that is associated to the item and the next time the item is purchased through POS for that member, the same ESP will display. Note: You are not required to associate an Expected Service Provider when you sell the item.

POS – Service Item: Expected Service Provider Not Set

POS – Service Item: Expected Service Provider Not Set

Remove

The Remove button completely removes an item in your transaction. This can be done after you Add a Tender but must be done before you Finalize the transaction.

To Remove an Item:

  1. Click the specific line item in the transaction (dark gray). This is not required if there is only one (1) item in the transaction.
    Ya know, I'm not sure about I really need this tanning session??? Remember...if you want to remove this session, click the line item to make this the active item in the transaction!
  2. Click the Remove button. The line item is completely removed from the Transaction.
    Yeah, let me just stick with this massage, ahhhhh...
  3. Repeat the process if necessary for that item or any other item.

Open Cash Drawer

The Open Drawer button gives you the ability to open the cash drawer without finalizing a Transaction. The button uses standard POS permissions but is PIN protected and you must have the proper Java Applet enabled on your Workstation to activate the button. The feature is formatted to work on your primary receipt printer and anytime you open the cash drawer, the action is recorded in the Shift Report.

There are three (3) required set up items with one (1) that is strongly recommended:

  1. Select Yes in the Enable Print Applet field in your Workstations Configuration.
    1. This will enable the button in POS after you have completed the remaining steps.
    2. If you select No, the button will not display regardless of whether or not you have completed the remaining steps.
  2. Enable or install the Java plugin. If you already have the plugin installed, selecting Yes in the previous step will automatically enable the plugin.
  3. The receipt printer must be connected and the default printer for that Workstation.
  4. If you activate this as a permanent feature, use that terminal as the default POS Workstation (strongly recommended).

You can choose to continuously run the Open Drawer feature ("Always run on this site") or you can be prompted to run the feature each time you open POS" ("Run This Time").

Enabling the Java Applet

The activation of this feature will be different based on the Internet Browser you are running (Google Chrome, Internet Explorer(IE), Mozilla Firefox). Internet Explorer runs on a Chrome Frame in MosoMRM i.e the Chrome browser runs inside the IE shell. This is REQUIRED to run MosoMRM in IE.

You MUST have the following Java Plugin ENABLED to activate the Applet in each browser. This is what activates the option settings on how to use the Open Drawer feature. When installing the plugin on any of the browsers, all of other browsers should be closed to avoid any conflicts.

The Java plug-in.


For FIREFOX:

  1. If this plug-in is already enabled proceed to Step 6.
  2. If this plug-in is not enabled, expand the Firefox Main Menu (top left corner) and select Add-ons.
  3. Scroll to the above plugin and click the Enable button and close all other browsers.
  4. Follow the remaining instructions to complete the installations.
  5. Refresh your browser.
    1. If an older version of this plugin (SE 6), the Applet should run but if it doesn't, you can update to the latest version at this point.
  6. Click the POS icon in the left navigation panel.
  7. You will be prompted with the following Security Message: (IMPORTANT NOTE:MosoMRM does not have the current Security Certificate. Hence, when going through the process in POS, the Publisher will still be listed as "Unknown" in the Security Message. However, it is secure to run this plugin on your application.)
Security Warning
  1. If you would like to permanently turn on the Cash Drawer feature:
    1. Select the I accept the risk and want to run this application check box.
    2. Click the Show Options button. If you selected the previous check box, the Always trust content from this publisher check box will activate. Select this check box.
    3. Click the Run button.
  2. Return to POS, refresh your session and the Open Drawer button will display.
  3. If you have the Applet installed and do NOT select these options, you will be prompted to make these selections each time you open POS to activate the button on this Workstation.

For Chrome and Internet Explorer:

  1. If this plug-in is already enabled proceed to Step 6.
  2. If this plug-in is not enabled, you will receive the following prompt at the top of the page:
    Plugin Installation Prompt.
  3. Click the Install plug-in... button.
  4. A second prompt displays advising you refresh the application once the installation is complete.
    Second prompt during Java' plugin installation.
  5. After the plugin has installed, refresh the application and click the POS icon in the left navigation panel.
  6. At this point, the Java needs your permission to run prompt displays at the top of the screen with the two (2) standard activation options:
    1. Run this time button - If you select this button, the Open Drawer displays but you are running the plugin for this session ONLY. Hence, you will be prompted again (or each time) you access POS.
    2. Always run on this site button (RECOMMENDED)- If you select this button, you will no longer be prompted each time you open POS and the Open Drawer feature will run continuously on this Workstation
      Activation Prompts

Disabling the Java Applet

If you are Always running the Applet but would like to disable it and re-enable the prompts each time you open POS, you can do so for each browser.

In Chrome and IE:

  1. Click the Tools menu in upper right corner (Wrench icon).
  2. Select Settings.
  3. Click the Show Advanced Settings link.
  4. In the Privacy section, click the Content settings button. The Content Settings pop-up displays.
  5. In the Plug-ins section, click the Manage exceptions button. The Plug-in exceptions pop-up displays.
  6. Click the row of your application's URL i.e where the Java Applet resides, and delete that URL.
    Deleting your application's URL from the Plug-in exceptions.
  7. Click the OK button. This disables the Applet. If you return to POS in your MosoMRM application, the Open Drawer button will not display.

In Firefox:

  1. Go to the Windows Start Menu.
  2. Select Control Panel.
  3. Click Programs and select Java. The Java Control Panel displays.
  4. Select the Security tab and click the Certificates button.
  5. In the User tab (default), select the MotionSoft record.
  6. Click the Remove button. A Confirmation pop-up message displays to verify that this is your intended action. Click OK.
    Disabling the Java Applet from your Firefox browser.
  7. Click the Close button and then close the Java Control Panel.

Edit

The Edit button holds the item level functionality that you would only use in regular, every day transactions.

If the Transaction includes a Bundle only, this functionality is NOT activated.

Return

A Return is an offsetting transaction that returns the quantity or price, or a portion, of an item or service.

This will typically be used for POS transactions and also the best way to Void a transaction, or parts thereof, in MosoMRM. This debits the associated revenue account and in turn credits your Inventory/Asset account.


To Return an Item:

  1. In the left navigation, search for and select the item that is being returned and add it to the Transaction (NOTE: If the original Transaction included a Discount, add the Discount before proceeding).
  2. After the item is completely added to the Transaction, click the Edit button.
  3. In the Edit menu, click Return. A negative quantity will now display in the Qty column of the Transaction. NOTE: If the user does not have permission to return that item, an alert is displayed indicating that they do not have the ability to return that item and the pin prompt is presented. Another user with permission to return this item(s) can enter their PIN to return them. When you enter a new pin you are changing the pin/person for the rest of the transaction, so the user is only prompted again if the NEW pin doesn’t have permission.
  4. Click the Add Tender button. The Add Payment Screen displays over the Transaction.
  5. Select a Tender Type, enter the required information for that Tender Type and when that is complete, click the Finalize Transaction button (See Entering a Transaction Steps 5-10) to complete the Return.

In the example below, the member bought a Workout Shirt but subsequently realized that the shirt was too small and you (this particular Business Unit) do not currently have any larger sizes. Since you track your shirts by size, it must be returned and then re-sold, along with the added Club Polo Shirt.

Returning an item..."I am too buff for a medium all of a sudden so all this lifting must be working!!!

NOTE: If the Club Polo Shirt was NOT added, this would be a zero-dollar Transaction.


Below is an example of the alert that is displayed when the user does not have permission to do a return (as described in #3 above):

Alert Message and Pin Prompt

Edit Price

The Edit Price feature gives you the ability to, based on proper permissions, set any price for an item, select the Max Price or Min Price that were configured in the Item Setup, or adjust the price within that range.

The Edit Price tender screen has been added to POS with the Max Price and Min Price buttons. You can manually enter any adjusted price inside or outside of the the Max and Min price range or you can click Max Price or Min Price buttons if either is the exact price you are going to charge for that item.

If you edit a price, the Return function is no longer an option in that Transaction i.e. the option is "grayed out" in the Edit menu.

To Edit a Price:

  1. After you have added the item, click the Edit button on the POS task bar.
  2. In the Edit menu, select Edit Price. Enter your PIN Code. The Edit Price tender screen displays.
  3. If you are manually adjusting the price, enter the price in the price field, which will already be highlighted. Click the OK button.
  4. If you are selecting either the Max Price or Min Price, click the appropriate button. Click the OK button.
  5. The price will automatically update on your POS interface.
Manually Editing a Price.
Editing a price using the Max Price or Min Price buttons.

The prices can be adjusted based on new POS Permissions that are set on the User Access page. The POS Price Override section has been added to the User Access tab on the Employee Profile page. Three (3) radio buttons have been added to grant the proper access to that specific user and only ONE (1) can be selected:

  • None: the user does NOT have the ability to override or adjust pricing.
  • Edit in Price Range: the user has the ability to adjust the price but ONLY within the parameters of the Min Price and the Max Price.
  • Adjust Price: the user has the ability to set any price for that item. This permission would normally be given to Managers and Back Office Staff only.
    Setting POS Price Override radio buttons

Edit Assignment

Discount

Discounts are applied at the Item level. The Discount must be associated with that specific item, at that specific Business Unit, and be available to that individual (Member or Non-Member/Prospect) to display in POS. Discounts can applied to all Item Types (Access, Fee, Product, Service) but NOT Bundles. Discounts can be applied to Items within Bundles, though.

To Apply a Discount to an Item:

The Transaction panel will gray out and the Available Discounts will slide into the left panel.

Selecting a Discount.
  1. Click the appropriate Discount. The Discount will be automatically applied to the line item in the Transaction
Discount display in the Transaction

Multiple Discounts can NOT be applied to an Item. If you attempt to apply a Discount to a product that is not linked to that Discount or to an individual that is not eligible for this Discount e.g. adding a Member Discount to a Non-Member, an error message will display.

In the example below, this transaction is for a Non-Member (a Member has not been entered) but you selected the Member Discount to applied to the line item.

Applying an INCORRECT Discount

Subsequently, the following Error Message is thrown:

Error Message
  • If the discount has a minimum and maximum discount percent range set, then a pop-up window displays which allows the user to specify the exact discount amount. The pop-up will display the default value but the user can change the value in either the amount or percentage fields per the defined range. When the value is changed in one of the fields, the other is automatically updated.
Percentage Based Discount Range within POS

Start Date

The Start Date changes when a Service and Access item is available in the future after it is purchased in POS i.e. changing the Start Date of when it becomes available for use within its allotted amount of time. This functionality only applies to these specific Item Types.

To Change a Start Date:

  1. Add a Service or Access item to your Transaction. If there are multiple Items in the Transaction, click the line item to highlight that Item.
    • All Service or Access items include a Starting Date that displays below the Item Name in the line item.
    • This date defaults to the Transaction Date.
      Start Date for Service or Access items.
  2. Click the Edit button and select Start Date in the Edit menu. The Date Selector displays.
  3. Select a date (or click Today if applicable) and click OK.
    Start Date for Service or Access items.
  4. The date below the Item Name automatically changes to the new date.
    Start Date for Service or Access items.

In the sequence of screen shots above, the Terms of this purchase are as follows:

  1. The purchase date for the Personal Training 1-Hour is 10/19/2011.
  2. The Start Date however, was changed to 10/31/2011.
  3. This Member now has One (1) Month to redeem this Personal Training Session from the new Start Date.

SCENARIO...There is a sale or promo on a Service (PT, Massages, Swim or Tennis Lessons, etc) and the Member wanted to take advantage of that pricing. However, they know they will be out of town for a specific period of time and would not be able to redeem the service. Since the particular service in the screen shot series above requires that it be redeemed within a month, the Member can delay the start date of that one month period.


All of the Terms were originally configured during Item Setup. This section of the Transaction could also include the number of available Redemptions.

Duplicate

This functionality Duplicates a line item in a transaction. The line item is replicated exactly as it is currently displayed in that transaction. You can also re-select an item from the left navigation panel with a double click, however, this method does NOT duplicate any added Discounts or changes to Start Date.

This functionality will typically be used if:

  • The member/customer wants to add an additional quantity of an item that has already been added to the transaction but you have navigated away from that Item Category.
  • The Items have specific Terms that may possibly need to be edited.

To Duplicate an Item:

  1. Add an Item to your Transaction. If there are multiple Items in the Transaction, click the line item to highlight the Item you want to Duplicate.
  2. Click the Edit button and select Duplicate in the Edit menu.
  3. That line item will automatically be Duplicated exactly as the previous entry and added as a separate line item.

In the screen shot series below, you are the midst of a Transaction and the Member has already purchased a Workout Shirt. You have navigated away from the Products Item Category to add other items to the Transaction.

POS Duplicate 01.png

As you are about to complete the Transaction, the member decides they want to add another Workout Shirt they see on the rack. Click the original Workout Shirt line item to make it the active item and do the Duplication steps above.

POS Duplicate 02.png

Another scenario would be, if the member purchases a "Sport Drink" with their Member Discount, then other Items away from that Category. As they go to pay, they decide they want to add another Sports Drink. At this point you can Duplicate the line item so the Discount carries over as well. Another method to achieve the same result but with more clicks would be to use the Qty +/- button.

Item Comments

You can add Comments to an Line Item in a Transaction. These Comments are at the Item level and are different than Comments you add at the Invoice level.


What is the difference between Item Comment link in the Edit menu and the Comment button???...

  • The Item Comment in the Edit menu is for Item Level Comments, which display BELOW the Item Name on the Transaction and then again below that same line item on the receipt.
  • The Comment button on the main User Interface is for Invoice Level Comments and they display at the BOTTOM of the receipt.

To Add an Item Comment:

  1. If there are multiple items in the Transaction, click the line item that you want to highlight (activate).
  2. Click the Edit button and select Item Comment in the Edit menu. The Item Comments pop-up displays.
  3. Enter your Comments in the text box.
  4. Click Done.
    Adding Comments to a line item
  5. The Comments will automatically display below the line item in the Transaction.
    Adding Comments to a line item
    It will also display on the Receipt
    Item Comments on the Receipt.

Add/Change Expected Service Provider

This feature gives you the ability to add or edit the Expected Service Provider for a service item.

POS – Edit Menu: Add/Change Expected Service Provider

Edit Menu: Add/Change Expected Service Provider

POS – Search for Expected Service Provider

Search for Expected Service Provider

POS – Service Item with Expected Service Provider

Service Item with Expected Service Provider

Gift Card Information

This feature gives you the ability to edit Gift Card information should you make an entry error of some sort during, and before you finalize, a transaction. If you select this option, the Issue Gift Card pop-up window displays, where you can edit the Amount and Gift Card Number information before finalizing the transaction.

Issue Gift Card pop-up window.

Change Sales Person

This feature gives you the ability to change the sales person for a transaction or a specific item when during a transaction. This feature works in conjunction with the POS PIN Code Requirements and comes into effect should the items, or specific items, in the transaction require a commission payment. <p>To change the sales person, click the Edit button and select Change Sales Person. The Enter PIN pop-up window displays. Enter your PIN Number and click the OK button.

  • At that point, you will be changed to the logged-in User for the duration of the transaction or for that item.
  • This is a temporary change. The new User's permissions will be applied for that specific Workstation.
  • The new User becomes the default Sales Person for the remainder of the transaction, or for that specific item or set of items.
  • To return to the previous User during the transaction, repeat the same steps.

USE CASE Example...a SPA may sell specific services that have specific Sales Persons and/or Service Providers e.g. Nails and Massage, that are recorded as different line items in a POS transaction. Using this feature, you can change the Sales Person when you add each item to the transaction so the proper Sales Person or Service Provider is assigned to the proper line item.

Payments

Payments Menu

This is where you:

  • Make Payments - Select this option to make payments against multiple invoices.
  • Pay Future Invoice - Select this option to make payments on future Agreement Invoices ONLY (up to 4-months). This does NOT apply to any open on account invoices or past due invoices. To make a payment on these invoices, use the Make Payments option.
  • Reverse Payment - Select this option to reverse a payment i.e. undo the original payment posted to an invoice. This creates on offsetting transaction line item in that invoice record.

Reversing a Payment will typically be done for Billing Invoices and for a specific reason(s).

  • A chargeback for a disputed charge.
  • Changing the Tender used in a Transaction
    • Example 1: A Member pays for an item or service with a Check and the check bounces. You would reverse that payment and apply the payment to a Credit Card or On Account Tender.
    • Example 2: A Member pays for a product with a Credit Card but would like to subsequently change that Tender to Cash. You would reverse the Credit Card payment, redo the transaction, and use Cash.

You MUST have an existing Member/Customer/Party already selected in POS to use any of the options in the Payments menu. If you do not, a warning message will display advising you that, "You must have a customer loaded to {Selected Option}" (e.g. "access pending payments").

Payment Receipts

IMPORTANT...The following applies to the Make a Payment and Pay Future Invoice features:

In the Payments section:

  • The cashier that is currently logged in user at that register at the time of the transaction and the associated register name are noted for EACH payment in the transaction. If you have multiple payments on a receipt, these will display multiple times on the receipt.
  • The Payments are grouped in DATE order

In the following examples, cash is the selected tender. If a credit card or other tender requiring a signature is selected, an additional signature line is included in each divided payment section.

Payment Receipts
Payment receipt for multiple payments on a single invoice.
Payment receipt for multiple invoices.

Manage Gift Cards

The Manage Gift Cards button is the same form that you can display if you click the same button on the Member Profile, however, the font and buttons on this form are slightly larger to accommodate a touch screen.

  • In addition to the Date Range filter, you can search by Gift Card Number, Member Name, and Member ID. If you use the Date Range filter as your Search criteria, ALL of the Gift Cards sold within that date range will be returned.
  • The top section of the Gift Card Management pop-up window displays the basic information for each issued Gift Card, including the current balance.
  • The bottom section chronicles all of the transaction for that specific card. To display the bottom section, simply click the Gift Card record in the top section.
Manage Gift Cards in POS
Search by Member.
Search by Date Range.

Related Information

Point of Sale

Point of Sale
Qty +/-
Remove
Edit
Payments
Gift Cards


Open Cash Drawer
Transactions
Cancel/Return Invoice
Void Invoice
Shift


System Configuration
The MosoMRM User Interface
The MosoMRM Glossary
Setting Up Your MosoMRM System
The MosoMRM Modules
Operation Security
Feature Security