Precise POS Station User Guide

EPICOR Precise POS Station User Guide
POS Station User Guide
Table Of Contents
Introduction: Epicor Precise POS Station .................................................................. 1
About Online Help ................................................................................................. 2
To find a particular Help topic .............................................................................. 2
Overview.............................................................................................................. 3
Overview ........................................................................................................... 3
Logging in to a POS Station ................................................................................. 6
Auto Update Service ........................................................................................... 8
Opening a Shift .................................................................................................. 9
Changing the Float Value ................................................................................... 10
Permissions, Authorisations and Limits ................................................................ 11
Main Screen ....................................................................................................... 13
About the Main Screen ...................................................................................... 13
Using the Menu Bar .......................................................................................... 14
Customer Detail ............................................................................................... 15
Header fields - Transaction ................................................................................ 24
Items Grid (Station Layout) ............................................................................... 26
Transaction Header Area ................................................................................... 32
Tax Codes ....................................................................................................... 56
Dynamic Content Area ...................................................................................... 59
Scan BCBP Barcode .......................................................................................... 60
Transaction Total fields ..................................................................................... 61
Status Bar ....................................................................................................... 63
Navigation and Keyboard Shortcuts .................................................................... 64
QSI Station Layout ........................................................................................... 69
Payments ........................................................................................................... 87
About Payments ............................................................................................... 87
Epicor Integration of Payments .......................................................................... 94
Making a Payment ............................................................................................ 96
Third Party Gift/Loyalty Payment ...................................................................... 100
Processing an EFT Payment ............................................................................. 101
About Store Credits ........................................................................................ 103
About Payment Surcharge Fees ........................................................................ 104
Issuing and Spending Store Credits .................................................................. 105
Store Credit Search ........................................................................................ 107
About Multi-Currency Payments ....................................................................... 109
About Promotions ........................................................................................... 110
Transaction Menu .............................................................................................. 113
New Menu ..................................................................................................... 113
ii
Retrieve Menu ................................................................................................ 158

Save a Transaction ......................................................................................... 173
Convert To Menu ............................................................................................ 174
Copy a Transaction ......................................................................................... 175
Get Quote Details ........................................................................................... 176
Park a Transaction .......................................................................................... 177
Print Transaction ............................................................................................ 179
Transaction User Defined Fields ........................................................................ 180
Gross Profit Transaction .................................................................................. 183
Transaction Discount ...................................................................................... 184
Promotion Code.............................................................................................. 185
Select a Salesperson ....................................................................................... 187
Select a PO Number ........................................................................................ 188
Loyalty/Gift/Rewards Card ............................................................................... 189
Void .............................................................................................................. 190
Lines Menu ....................................................................................................... 193
Insert New Line .............................................................................................. 193
Edit a Line ..................................................................................................... 194
Add Menu ...................................................................................................... 198
Delete a Line ................................................................................................. 223
Modify Quantity .............................................................................................. 224
Change Discount on a Line .............................................................................. 225
Manual Price Change ....................................................................................... 228
Change Line Type ........................................................................................... 231
Change Location (of inventory item) ................................................................. 233
Alternate Items/Cross Selling ........................................................................... 234
Purchase Orders ............................................................................................. 237
Selecting Serial/Lot Details (E7) ....................................................................... 238
Lot Bin Serial Search (E9/10) ........................................................................... 241
Item Enquiry.................................................................................................. 243
Inventory Menu ................................................................................................ 244
Inventory Item Search .................................................................................... 244
Inventory Item Details .................................................................................... 249
Item Alternate Code selection .......................................................................... 254
Transaction Defaults ....................................................................................... 255
Barcode Maintenance ...................................................................................... 257
Inventory Drill Down Search ............................................................................ 260
Customer Menu ................................................................................................. 263
About Customers ............................................................................................ 263
Customer Search ............................................................................................ 265

Create a Customer ......................................................................................... 269
View Customer Details .................................................................................... 271
Edit Customer Details ..................................................................................... 272
View an Account Balance ................................................................................. 274
Edit Ship To Details for a Customer .................................................................. 276
Customer History Search ................................................................................. 279
Customer History Detail .................................................................................. 282
Loyalty and Payment Programs ........................................................................ 286
Shift Menu........................................................................................................ 297
Till Totals Report ............................................................................................ 297
Shift Report ................................................................................................... 298
Close a Shift .................................................................................................. 299
Performing a Cash Drop .................................................................................. 302
Station Menu .................................................................................................... 304
Opening the Cash Drawer ................................................................................ 304
Suspend Automatic Printing ............................................................................. 305
Launch POS Web Browser ................................................................................ 306
Lock Station .................................................................................................. 307
Log Out ......................................................................................................... 308
Tools Menu ....................................................................................................... 309
Change Password ........................................................................................... 309
Transaction Status .......................................................................................... 311
Options ......................................................................................................... 312
Configuration ................................................................................................. 316
Help Menu ........................................................................................................ 317
Help.............................................................................................................. 317
POS Version: Help > About .............................................................................. 318
Acknowledgements ......................................................................................... 319
How do I? ........................................................................................................ 320
Configure Ingenico (Australia) EFT Device ......................................................... 320
Configure Ingenico (US i6xx0-i3070) ................................................................ 321
Configure Ocius Sentinel (UK) .......................................................................... 322
Configure Verifone vx510 ................................................................................ 323
Configure Cherry Keyboard EFT Device ............................................................. 324
Configure weight scales ................................................................................... 325
Configure Bar-Coded Boarding Pass Scanning .................................................... 327
Configure Third Party Loyalty & Gift Cards ......................................................... 328
Configure Givex Rewards Cards ........................................................................ 331
iv
Configure Precise Gift Card .............................................................................. 333

Frequently Asked Questions ................................................................................ 334
POS Station closes unexpectedly ...................................................................... 334
I have an Error Window with a system error message ......................................... 334
New Customer integrated from Epicor 9 has a Status of 'No New Business' ............ 334
Introduction: Epicor Precise POS Station

Epicor Precise POS is an integrated suite of retail point-of-sale (POS) applications that
extend the Epicor solution for organisations with a strong retail aspect to their business
operations.
Epicor Precise POS facilitates fast, reliable data entry and comprehensive integration of
point of sale transactions in Epicor. The seamless integration of Epicor Precise POS and
Epicor eliminates double handling of data, ensuring information accuracy and data
integrity.
About Online Help

This Online Help file contains two types of Help topic, namely Reference topics and
Procedural topics.
Reference topics explain features or concepts. On the Help Contents tab,

reference topics are indicated by a question mark icon .
Procedural topics list and describe the steps for performing tasks. On the Help
Contents tab, procedural topics, as well as topics that contain both reference and
procedural information, are indicated by a list icon .
To find a particular Help topic

In the Help Navigation pane, click one of the following tabs:
To browse through a table of contents, click the Contents tab. The table of contents
is an expandable list of important topics.
To see a list of index entries, click the Index tab, and then type a word or scroll
through the list. Topics are often indexed under more than one entry.
To locate every occurrence of a word or phrase that may be contained in the Help
file, click the Search tab, and then type the word.
Note
Click the contents entry, index entry, or search results entry to display the
corresponding topic.
Overview
Overview
Epicor Precise Point of Sale (POS) has a flexible design that supports data flows for
various types of organisational structures.
Data flows between Epicor, POS Central and POS Branches

Examples of data flows through Epicor POS
1. A Customer Account is created in Epicor
Company
The Customer Account is saved in the Company Database.
Central
This is integrated to the Central Database via POS Integration Manager.
Branch
The Customer record is then replicated to the POS Branch Database via
SQL Replication.
2. A Customer Account is edited at a Station

Branch
The new Customer Account details are saved on the Branch Database.
Central
The Customer record is then integrated to the POS Central Database via
SQL Replication.
Company
The Customer record is then integrated to the Company Database via

POS Integration Manager.
Data flows between multiple Branches and the Head Office

The diagram below illustrates the data flows between multiple branches and the Head
Office.
Data flows between trading companies within one organisation

The illustration below displays how one organisation may be split into two trading
companies.
Each company has its own Epicor (or Back Office) Database.
The Company Database interfaces to the POS Central Database (using the
Integration Manager Service).
The POS Central Database exchanges data with the Branch Database (using MS SQL
Server's Replication Service).
Users at Stations perform transactions and other data manipulation, and this is
stored on the Branch database.
Overview
Logging in to a POS Station

The POS Login screen is the first screen that is displayed after the POS Station icon is
selected unless Auto Update service is running. This screen is also displayed after the
following events have taken place in POS Station:
Close Shift
Log Out
The Site and Station details in the POS Login screen default to the values that were used
last. Therefore, after a first-time log in at a Station, these fields seldom need to be
changed.
Log in to a POS Station

1. Type the User Name in the User Name field.
2. Type the Password in the Password field.
3. Click OK or press F2.
If a shift is currently open, the POS Station main screen is displayed once the User
Name and Password have been validated.
If no shift is open, the read-only Shift field states No Shift Open, and, when you
click OK or press F2, the Open Shift screen is displayed, asking if you would like to
open a shift.
Detailed information on fields: Login Screen

Site
Company
(read-only)
The name of the Company for the currently selected registered Site
that the User will login to.
Branch
The name of the Branch for the currently selected registered Site
that the User will log in to.
Branch search
icon
Click the Branch search icon to display a list of Branches. When a

new Branch is selected, the Company and Branch fields are
updated to reflect the new site and the Default Station for that site is
selected.
Station
Station
(read-only)
The name of the Station where the User will log in.
Station search
icon
Click the search icon to open the Station Search screen.
When a new Station is selected, the Shift and Shift Opened

fields are updated to reflect the newly selected Station.
If the selected station is already logged in to on another

machine, the User will be prevented from logging in. Only one
instance of a Station can be open at any one time.
Overview
Shift
(read-only)
The Shift ID for the selected Station. If no shift is currently open, the
message No Shift Open will be displayed.
Shift Opened
(read-only)
The date and time the shift at that Station was opened.
User
User Name
The User Name to identify the User logging in.
Password
The Password associated with the User Name.

For security purposes this is displayed as a series of asterisks.
Note
If you forget your password, the System Administrator can reset it in POS SMS.
Auto Update Service

The Auto Update Service has been added to POS 10.0 SP1. It is an optional addition and
a separate installation to Precise POS. When this service is installed and configured POS
Station will automatically check a specified folder for updated files. If there are files in
this folder they are there because a patch needs to be applied to POS Station, so the
Auto Update service will check if there are files in this folder and if so it will copy the files
into the appropriate POS Station folder and in this way POS Station will open up with all
the latest patches applied.
Overview
Opening a Shift
A shift is the period of time when the Station processes transactions. If there is no open
shift in POS when a user attempts to log in to the Station, the Open Shift screen
prompts the user to open a shift.
A user with the necessary permissions can change the Float Value on this screen.
Open a Shift
1. Log in to POS Station.
If there is currently no open shift, the Open Shift screen is displayed when you
click OK.
2. If required, click the ellipsis icon
to change the float value.
The Float Value displayed applies to the shift being opened for the current Station.
This value is configured in POS SMS as the Default Float Value. If the current user
does not have the required permission to modify the float, this field is disabled, and
no ellipsis icon is shown.
3. Click OK, or press F2.
User Security
Operators are assigned to one or more User Groups in POS SMS. Each User Group has a
set of Permissions (access to perform functions) and Authorisations (when a user
exceeds a defined limit, authorisation is required by a User with greater access rights typically a Supervisor) that apply to users within that group.
Open Shift permission
The Open Shift permission is required to open a new shift in POS Station. If the current
user does not have permission to open a shift, someone with permission to do this has
to enter their user details before the shift is opened. The user who authorises the Open
Shift is recorded as the user who opened the shift.
Modify Float on Open Shift permission
The Modify Float on Open Shift permission is required to modify the float value.
Changing the Float Value

While opening a shift during login, a user with the necessary permission can change the
Shift Float value.
Changing the Float Value

1. Log in to POS Station and open a new shift.
2. Click the ellipsis icon
to change the Float Value.
The Float Value displayed applies to the shift being opened for the current Station.
This value is configured in POS SMS as the Default Float Value. If the current user
does not have the required permission to modify the float, this field is disabled, and
no ellipsis icon is shown.
3. On the Shift Float screen, click on a Payment Method to select it.
4. On the Denomination Tracking screen, enter the Total Value amount.
5. Click OK to close the Denomination Tracking screen.

6. Click any additional Payment Methods and configure their Shift Float amounts.
7. Click OK or press F2 to close the Shift Float screen.
8. Click OK or press F2 to close the Open Shift screen and open a new shift.
User Security
exceeds a defined limit, authorisation is required by a user with greater access rights typically a Supervisor) that apply to users within that group.
Modify Float on Open Shift permission
The Modify Float on Open Shift permission is required to modify the float value.
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Overview
Permissions, Authorisations and Limits

set of Permissions (access to perform functions) and Authorisations (when a User
exceeds a defined limit, authorisation is required by a User with greater access rights typically a Supervisor) that apply to Users within that group.
If a User does not have the required permission to access a certain menu option, the
option will be visible but will appear dimmed, and therefore unavailable.
If an action requires Authorisation, and the User does not have the required
Authorisation, an Authorisation Required screen is displayed and a User with
Authorisation is required to enter their password. If no users exist with Authorisation to
conduct the operation, a warning message to this effect is displayed.
Authorisations can exist concurrently. For example, a user can have a discount
percentage, minimum gross profit percentage, minimum price override percentage, price
decrease percentage, and a price increase percentage authorisation limit, all of which will
be checked for all transactions.
Authorisations are used in conjunction with Permissions, which are configured in POS
SMS. A User is assigned Permission to perform a certain action, and can then be
restricted by the level of their Authorisation to ensure that they do not exceed specified
limits.
Example
Users may be restricted from Discounting a sales transaction by more than 10%,
unless authorised by their Supervisor.
Authorisation limits
Each Authorisation can be set to either Unlimited or Limited:
Unlimited
If the Authorisation is Unlimited, a User can authorise any amount/percentage. A
User with unlimited Authorisation access will appear on the Authorisation Required
screen in POS Station as a User who is available to authorise an action.
Limited
If the Authorisation is Limited, a User can authorise an amount up to a specific
limit/percentage. If the amount/percentage limit is exceeded, authorisation is
required and the Authorisation Required screen is displayed. This screen displays
a list of Users that can authorise the action by entering their Password.
If there are no Users with sufficient Authorisation to perform an action, the User will not
be able to proceed with the action they are attempting.
Note
If a particular Authorisation is configured as Limited, and its Limit value is set to
zero, the POS operator to which the Authorisation applies can access the feature (i.e.
it is not disabled for that user), but cannot apply it unless another user with the
appropriate authorisation level authorises the action.
The zero Limit setting can be used to apply limits to functional Permissions. For
example, a POS operator might be granted permission to perform a manual discount,
for example, but if the Authorisation limit for manual discounts for that User or Group
11
is set to zero, all manual discounts would have to be authorised by a superior.

However, because the manual discount feature is not actually disabled, authorisation
could take place without the need for the operator to log out and park the
transaction; the supervisor to log in and retrieve the transaction, apply the discount,
park the transaction, and then log out; and the operator to log in again to retrieve
and complete the transaction. Instead, to authorise the discount, the supervisor could
simply select their User Name and enter their password on the Authorisation
Required screen.
12
Main Screen
About the Main Screen
The main screen in POS Station is the first screen that a user sees after logging in to a
POS Station. From here, all transactions, payments, and other functions can be
performed.
The main screen consists of the following components:
Menu bar
Customer details section
Transaction details section
Logo
Items grid
Dynamic Content Area
Total
Status Bar
Scan BCBP Barcode dialog (if scanning of bar-coded boarding passes is configured)
13
Using the Menu Bar

Options on the menu bar can be accessed via keyboard shortcuts, or by using a mouse.
Use keyboard shortcuts to access the menu bar

Each menu item has an underlined letter. The underlined letter represents the keyboard
shortcut for that menu.
For example, press Alt+T to view the Transaction menu options.
When a menu is displayed, each option on the menu will also have a letter
underlined. Press that letter on the keyboard to invoke the corresponding option. For
example, if you have already pressed Alt+T to view the Transaction menu, press
the letter n (no need to use Alt) to view the New submenu.
Use the Mouse to access the Menu bar

1. Click the required menu title on the menu bar.
2. Click the required option or submenu.
14
Main Screen
Customer Detail
Mouse
Click Customer > Enquiry > Search and select > Edit.
Or: Click the Search icon
in the Customer field on the main screen, and then Search and select.
Or: Type the Customer Code in the Customer field in the main screen, then click the Info icon
.
Keyboard
Press Ctrl+F in the Customer field on the main screen.
Information about a Customer is displayed on the Customer Detail screen, which has
two tabs:
The General tab displays the Customer's general details.
The Loyalty tab is enabled if the Loyalty and Payment Programs module is licensed
(subject to Permissions). This tab displays the Customer's loyalty-related
information, including Plan Account balances and Plans. You can view and manage
Customer Loyalty and Payment Program settings, if you have the required
permissions.
Description of fields on the screen: Customer Detail screen

Customer Code
The Customer's identifying code. Read-only.
Customer Name
The name of the Customer.
General tab
Tab details
This tab displays the customer's general details.
Customer Details
Customer Type
If the Customer Type is required to be changed, select another

Customer Type from the drop down list.
If a non-AR Account Customer is changed to a Customer

Type that is AR Integrated, then an AR Account is created.
If an AR Account Customer is changed from one AR

Integrated Customer Type to another AR Integrated
Customer Type, their account is modified to reflect the
defaults from the new Customer Type.
If an attempt is made to change a Customer Type from an

AR Integrated account to a non-Integrated account, this will
not be permitted.
Note: The Maintain Customers Customer Type permission

applies to this field - see above.
Phone 1
The primary contact phone number for the Customer.
Phone 2
An alternate contact phone number for the Customer, e.g. a

mobile number.
15
Status
Read-only.
Valid values:
AR Account
(check box)
Active - Customer Account is available to be used in POS.
Inactive - Customer Account is no longer a valid Customer in

POS.
No New Business - the Customer Account is available to

receive payments, but no new sales transactions can be
made.
Read-only.
If AR Account is selected, a Customer Account will also be

created in Epicor > Accounts Receivable.
If AR Account is not selected, the Customer Account will be

available for POS transactions, but an account will not be
AR Account is a read-only field, and it is selected or cleared

based on the configuration on the Customer Type in POS
SMS.
Cash Sales Only

(check box)
If this check box is selected, the Customer will be required to

make payment (using any of the available payment methods this is not restricted to cash) at the time of Sale. That is, no
component of the Payment Total is permitted to be placed "On
Account".
PO Number
Required
(check box)
If this check box is selected, the PO Number on the Main

Transaction screen will require an entry for all transactions for
this Customer Type.
Allow Loyalty
Accrual
If this check box is selected, customers with this Customer Type

can accrue loyalty points when a Plan Account's accrual rules
are met.
If this check box is cleared, customers with this Customer Type
will not be eligible to accrue loyalty points.
Notes
16
This setting is enabled at Central (not at the Branch), only if

a valid Loyalty licence is assigned.
This check box is selected by default. It can be cleared, to

flag certain customers as being ineligible to accrue loyalty
points, for example business-to-business customers, or
customers who choose to opt out of the loyalty program.
This setting is taken into account when a customer buys a

Plan Purchase Item.
For new customers, this setting (and the same setting on

the Customer Detail screen in POS SMS) defaults from the
Allow Loyalty Accrual setting on the Customer Type
Main Screen
Maintenance screen in POS SMS.

Address sub-tab
Address line 1
The first line of the Customer's address.
Address line 2
The second of the Customer's address.
Address line 3
The third line of the Customer's address.
Address line 4
The fourth line of the Customer's address.
Address line 5
The fifth line of the Customer's address.
Address line 6
The sixth line of the Customer's address.
Postal Code
Commonly used postal codes can be defined in POS SMS Postal Code
Lookup to be associated with a City, State and Country. Postal Codes
can also be associated with a specific tax rate via a Tax Lookup, also
configured in POS SMS. Enter a Postal Code here. If it has been
configured in POS SMS then the details will be automatically added
here. If there is more than one definition for the postal code entered a
pop-up is displayed for the user to select from multiple entries for both
Tax Lookup and Postal Code Lookup.
City/State/Country
If the postal code entered is in the Postal Code Lookup in POS SMS then
these details are automatically populated. If not the details can be
entered manually. Note that the Country entered here must exist in
Epicor 9, Country Maintenance for successful integration.
Sort Field 1
The label on this field is configurable in Epicor in the Name and

Options Window. The sort field names you enter in Epicor
appear as field names in the Epicor Customer and Ship-to
windows, and in POS on the Customer - Detail screen.
Data in this field is used for reporting purposes in Epicor.
Sort Field 2

Enterprise appear as field names in the Epicor Customer and
Ship-to windows, and in POS on the Customer - Detail
screen.
Sort Field 3

screen.
Delivery sub-tab
17
Attention Name
The Name to be used on Delivery Notes.
Attention Phone
The phone number to be used for delivery details.
Delivery Note
Delivery information relevant to this Customer.
Defaults sub-tab
Tab details
All fields on this tab are read-only and have had values predefined for the Customer
Type in POS SMS. These fields map to information in Epicor > Accounts Receivable >
Customer > Defaults and can have their values changed in Epicor only.
Sales Person
The Sales Person assigned to this Customer.
Tax Code
The tax code applicable to this Customer (if this is blank, the tax
code for transactions for this Customer will be derived using Tax
Code Mapping logic) .
Default Ship To
The default Ship-To code.
Price Class
The Price Class applicable to all Customers with this Customer

Type.
A Customer's Price Class (if one exists) is used to determine
prices on some items.
Price Level
The Price Level applicable to all Customers with this Customer

Type.
A Customer's Price Level is used in combination with pricing
settings to determine prices for items sold.
Trade Discount
The Trade discount is used in combination with other Pricing

settings, and in most cases the discount applies to all items in a
Sales transaction.
Terms
The payment terms can determine whether the Customer will

receive a possible discount for early payment. This field is also
used to calculate the Due Date of the Payment.
Account sub-tab
Tab details
This tab displays field information from AR. This tab is therefore not applicable to non-AR
Accounts.
Account Balance
The current balance of this Customer's account in Epicor.

The balance of an account may vary between AR and Epicor
POS for short periods of time due to pending transactions that
are still in the process of being integrated.
Pending
Transactions
18
Transactions in Epicor POS that are in the process of being

integrated with Epicor, and therefore have not had an effect on
Epicor customer balance, but should be considered.
Main Screen
Effective Balance
The Customer's true balance, taking into account their Account

Balance and the Pending Transactions. This is the balance that
is used when making Account Payments and when POS checks
the Credit Limit.
Available Credit
This is the Customer's Credit Limit less the Effective Balance

which is used when POS checks credit limits.
Credit Limit
The Credit Limit (if any) as defined on the Customer Account in

Epicor AR.
Credit Comments
If the Customer has been created in Epicor POS, the credit

limit is derived from the Customer Template assigned to the
Customer Type selected for that Customer.
The Credit Limit can be exceeded by a percentage defined

on the Credit Limit Authorisation setting on the User Group
is POS SMS.
Credit comments defined on the Customer's Account in Epicor

(in the Internal Comments field in the Credit Window).
Credit comments are Read Only in Epicor POS and can only be
updated in Epicor AR.
Alternate Codes sub-tab

Tab details
This tab is used to assign alternate codes to a selected customer. Alternate codes are
useful in retail environments where the same customer may hold multiple cards relating
to a particular store, such as a charge card and a loyalty card. When multiple codes are
stored for the customer, the sale process can be streamlined, since either card can be
used to identify the customer.
Note: Alternate Customer Codes are not integrated to Epicor.
Alternate Codes
This column lists the Alternate Codes that have been assigned
to the current customer. (Read-only.)
Note
The contents of a note (if one exists) associated with the

Alternate Code. (Read-only.) The note can be up to 60
characters in length.
Add
(button)
Opens the Alternate Codes form, where the user can add a
new Alternate Code to the current customer. The code can be
up to 50 characters in length.
Note: POS checks whether a new Alternate Code which you are
adding to the current customer has already been stored against
one or more existing customers. If this is the case, you will be
prompted to either continue and save the code as a duplicate
code, or cancel.
Edit
(button)
Opens the Alternate Codes form, where the user can edit the
currently selected Alternate Code and any associated Note.
19
This button is enabled if a single Alternate Code is selected.

Delete
(button)
Causes a confirmation message to be displayed, requesting the

user to confirm that the selected Alternate Code or Codes are
about to be deleted.
This button is enabled when one or more Alternate Codes are
selected.
Loyalty tab
Tab details
This tab is only enabled if the Loyalty and Payment Programs module is licensed, and the
user has the View and Maintain Customer Loyalty permission.
Balances sub-tab
Tab details
This tab lists the current balances for a customer's Plan Accounts. If there are multiple
balances for a single Plan account (i.e. there are Related and Unrelated Plan Accounts), a
summed balance is shown. This tab can be used to put balances on hold.
Plan Account Code
(column)
The Plan Account Code for the record, e.g. DDs. Read-only.
Plan Account
Description
(column)
The Plan Account Description for the record, e.g. Dining

Dollars. Read-only.
Balance
(column)
When viewed from Central:

The Balance for the current Plan Account.
When viewed from a Branch:
The "local" Balance for the Customer, as calculated at the
Branch.
Note: If any of the Plan Account records have the Opening
Balance set to Unlimited, this field will display the value
Unlimited.
Hold
(check box)
Allows a Plan Account to be put on hold (suspended). The hold

applies until the check box is cleared.
When a Plan Account is on hold, all balances related and
unrelated are unavailable for use.
Selecting the header check box toggles all the check boxes
between selected and cleared.
Note: You can configure the Plan Account Hold Reason
prompt to display in POS Station when a customer attempts to
use a held Plan Account. The prompt shows the Reason and an
optional Note for the hold, which enables the cashier to explain
to the customer why their account is on hold and pass on any
other relevant information.
Plan Account Hold

Reason
20
Displays the Plan Account Hold Reason, if one is defined. The

reason explains why a particular count is on hold. (Read-only.)
Main Screen
(column)
If a Plan Account is on hold, an ellipsis icon

is displayed
against the Plan Account Hold Reason. Clicking it opens the
Plan Account Hold Reason prompt screen, which displays the
Reason and Note (if a Note is entered). Both fields may be
edited.
Plans sub-tab
Tab details
This tab is used to assign Plans to a customer, and to view and manage the Plans
associated with a customer.
A customer may be assigned to multiple plans at any given time and the Start and End
Date for these plans may overlap.
(Display
configuration)
(Drop-down selection
box)
There are two available options in the drop-down selection box:
Show Active Plans (default)

If this option is selected, only Plans with one or more Plan
Accounts with a Start Date the same as or earlier than the
current date are shown.
Show All Plans

If this option is selected, a full history of the customers'
Plans is shown:
All Plans are shown, regardless of their Plan Account
Start Dates.
Plans that have been removed are shown.
Plans that no longer have any active balances are

shown.
Note: Plans are always displayed in Start Date order, with the
most recent Start Date at the top. If there are multiple plans
with the same Start Date, they are ordered by End Date, then
alphabetically on the Plan Code. If a Plan has no Start then it is
displayed at the top, alphabetically if there is more than one
Plan with no Start Date.
Plan Code
(column)
The Plan Account Code for the record. Read-only.
Plan Description
(column)
The Plan Account Description for the record. Read-only.
Start Date
(column)
The Start Date for the Plan, if one is defined. Read-only.
End Date
(column)
The End Date for the Plan, if one is defined. Read-only.
Added Date
(column)
The Date the Plan was added to the customer.

This can be either the date the transaction took place, when the
plan was sold to the customer, or the date when the user added
the Plan to the customer. Read-only.
21
Removed
(check box)
If this check box is selected, the Plan has been removed from
the customer.
If this check box is cleared, the Plan is still assigned to the
customer.
Removed Date
(column)
The Date the Plan was removed from the customer.
Add
(button)
The Add button opens the Plan Search screen with the From
End Date criterion set to the next day's date and read-only. It
enables Plans to be added to customers.
This can be either the date the transaction took place where the
plan was returned to the customer, or the date the user
removed the plan.
The search only returns Plans for which the Payment Required
check box has been cleared on the Plan Maintenance screen.
This ensures that no Plan is assigned that requires payment.
Remove
(button)
The Remove button is enabled when a single Plan is selected

that is not already flagged as removed. It enables you to
remove a Plan from a Customer.
Plan Detail
(button)
The Plan Detail button is enabled when a Plan is selected and

the user has permission to View or Maintain Plans. This button
opens the Plan Maintenance screen.
Show Balances
(button)
The Show Balances button opens the Plan Balances screen,

which shows the Plan Account balances for the currently
selected Plan.
Function Buttons
Notes
Opens the Customer - Notes Detail screen, where notes can

be added, edited or deleted. Tick the checkbox Automatically
show this note when customer is selected if this note
should pop-up when this customer account is used in a
transaction. The first note added here is automatically attached
to the Transaction Header Note field and integrated into
Epicor. In Epicor it is available on the Sales Order > Order
Notes field
Ship-Tos
Opens the Customer - Ship-to Search screen, where you can

search and edit Ship-To information for a customer. Ship-To
information cannot be added on this screen; it must be added in
Epicor.
Customer History
Opens the Customer History Search screen, showing details

of the currently selected customer's transaction history.
Note: If this screen is opened at Branch level, the Branch Code
is a read-only search criterion, and only the transactions at the
current Branch are returned when the search is run. If this
screen is opened from Central, all transactions are returned
22
Main Screen
when the search is run.
Permission Required
The Maintain Customers permission is required to view, edit, or add Customers.
The Maintain Customers Customer Type permission is required to change a

Customer Type on a Customer Account.
The View Customers permission is required to view Customers.
The View Customer's Account permission is required to view the Account tab
(containing AR account information) on the Customer's Account.
The View Alternate Customer Codes permission is required to view Alternate

Customer Codes. (Permissions related to Alternate Customer Codes work together
with Customer-related permissions).
The Maintain Alternate Customer Codes permission is required to view, edit, or

add Alternate Customer Codes. (Permissions related to Alternate Customer Codes
work together with Customer-related permissions).
The View Customer - Loyalty permission is required to view information on the

Loyalty tab on the Customer Detail screen. This information includes Customer
Plan Account balances and assigned Plans.
The Maintain Customer Loyalty permission is required to maintain information

on the Loyalty tab on the Customer Detail screen. This includes assigning a
customer to a Plan or putting a Plan Account on Hold.
The View Customer History permission is required to view a Customers

transaction history.
23
Header fields - Transaction

Generally, the values for fields in the transaction details section of the Main Screen will
default to values that will not require the user to change them often.
Detailed information on fields: Transaction Header fields - Main Screen

Transaction
Type
Use the drop down list to select or change the Transaction Type.
Transaction
Line Type
Default
Click the elipsis button adjacent to the Transaction Type field to

change the default Line Type for all lines added for this transaction
from this point forward.
If the Customer Account has already been selected, some

Transaction Types may not be valid for that Customer due to the
configuration of their Customer Type.
Example:
If the default line type is Order and several items have already
been added to the transaction. This function could be used to
change the Line Type (for this Transaction only) to Sale. Then any
items scanned or added to the transaction from this point forward
will be added as Sale lines instead of Order lines. When the
transaction is completed, the default line type for the Station will
be in effect again.
Valid values are:
Sale
Return
Order
The options available in the Line Type drop down list may vary
depending on the:
Transaction Settings on the Customer Type of the Customer on

the current transaction e.g. the Customer Type may not allow
Orders.
current Transaction Type on the main screen e.g. a Lay-by

transaction does not allow Return or Order lines.
Permissions assigned to the currently logged in User.
Transaction
ID
The Transaction ID for the current transaction. Read-only.
Transaction
Info
Click the info icon next to the Transaction ID to view summary

information about the transaction.
24
This ID is made up of the Branch ID, Station ID, and an

automatically generated number to ensure uniqueness.
Main Screen
Order Date
The date of the transaction. The value in this field is used to

determine the Order Date for the transaction.
This field is read-only unless the operator has the Change

Transaction Date permission.
This defaults to the current system date and is updated in real

time (i.e. as the system time clock passes midnight, the
transaction date will automatically update to the next calendar
day).
Click on the drop down calendar to change the Order Date, the
override check box will be automatically ticked.
Note: Change Transaction Date permission

The Change Transaction Date permission is required to be able
to change the Date. Without this permission the Date is Read Only,
and cannot be changed.
Salesperson
The Default Salesperson to be recorded against the transaction.

Use the drop down list to change the Salesperson if required.
PO Number
The Customers Purchase Order Number to be recorded against the

transaction.
If the currently selected customer on the transaction has the PO
Number Required flag checked, then this field is required.
User Security
25
Items Grid (Station Layout)

The columns displayed in the Items grid section of the Main Transaction screen are
defined in POS SMS on the Station Layout assigned to each Station.
Each organisation can define Station Layout(s), in POS SMS, based on their unique
requirements - or use the default layout.
Multiple station layouts can be created in POS SMS (Central) and then assigned to
Station in POS SMS (Branch).
A Station Layout cannot be changed by the operator in POS Station.
Different Stations at the same Branch can have different layouts.
Station Layouts specify which fields to include, their Display name, their Display
width, and the order the fields are displayed in.
The Lines menu (on the Menu Bar) lists all the functions that can be performed on a
transaction line in the items grid. A User can also right click on a transaction line as a
shortcut to the Lines menu.
Line functions that can be performed on the Items grid (via Lines menu, or right click
menu in Grid):
New - select New, or press Ins to start a new line.
Edit - edit a transaction line.
Add - displays a sub-menu of types of lines that can be added to the transaction.
Select All - press Ctrl+A to highlight all lines in the transaction.
Delete - press the Del key to delete all highlighted lines in the transaction.
Quantity - press F4 to change the Quantity or UOM on a line.
Discount - press F7 to apply a discount to the transaction line.
Price - press F8 to apply a price change to the transaction line.
Toggle Line Type - press F9 change the line type to Return (or to Sale).
Create Customer from Prescription - create a Customer based on the Prescription

line.
Alternate Items - select to view and select suggested cross sell, up sell and down
sell items.
Purchase Orders - select to view open Purchase Orders for the highlighted item.
Serial / Lot Details - select to view/edit the Serial/Lot number for an item.
Extended Search Functionality

When focusing on an empty grid line, the "item" field becomes an editable text box with
an embedded search button similar to the figure below. This field supports additional
fast-selection options beyond item hot-key selection (See fast keys) or manual entering
of an item index.
26
Main Screen
Depending on the Item Search Field, Invalid Item Action and Default Item Search
Criteria settings detailed in POS SMS, different functionality will be available to the POS
Station user who manually enters values within this field.
Specific expectations arising from different setting combinations are detailed pictorially
in the process flow chart below.
Extended Search Functionality Flow Chart
For more detail concerning the governing POS SMS settings of extended search
functionality, see the POS SMS User Guide > Enterprise Manager > Site Settings >
Inventory Item Searching > Station Layouts.
Description of fields on the screen: Items Grid

The table below describes the fields that are available to be included in a Station Layout
(all fields are read-only, except Item Code, Quantity, and UOM). Each Station can
have a different Station Layout as this is completely configurable).
Line Number
The line number is generated at the time of adding a line.

If a line is deleted, the line numbers are shuffled back so they are
contiguous.
The grid is ordered by this column, by default.
27
Line Type
Indicates whether the line is a Sale line or a Return line.

A return line is coloured red.
Item Code
Possible methods of populating this field are:
Type in an item code
Use a barcode scanner
Press/click a Fast Key
An item line is imported from an external system e.g.

Prescriptions, Fuel Pump (lines from external systems cannot
be edited)
Press Ctrl+F while in the Item Code field to perform an

Inventory Search
Select Menu Lines, then option Add Inventory Item, and

perform an Inventory Search
The Code is valid if:
it matches either an Items Item Code
or an Items Alternate Code - If the code matches more than

one Alternate Code, the Item Alternate Code form is displayed
If the Item Code is valid, the Item is loaded in to the line. The
price is calculated on a quantity of 1.
If the calculated price is zero, then the Transaction Line form

is pop-up for a manual price to be entered.
If the calculated price is greater than zero, the based on a

setting in POS SMS (Prompt for Quantity), the focus is either
moved to the quantity cell or the item code cell on the next
line.
The item can be removed by from the transaction by deleting the

line.
After the item code is validated, if the item is a Lot Bin / Serial
Tracked item, then:
28
If Lot Bin / Serial Tracking is set to NO then we continue as

though the item is a normal inventory item (All Lot Bin /
Serial Tracking features are disabled)
If Lot Bin / Serial Tracking is set to RELAXED or the line is a

Return line then the Transaction Line Lot Bin / Serial Detail
form is opened.
If Lot Bin / Serial Tracked is set to YES and the line is a Sale
line then the Lot Bin / Serial Search form will be opened with
the item code pre-filled and read-only and the search
automatically run
The exception is for the Order Transaction Type, because Lot
Main Screen
Bin / Serial Tracking is handled during shipping.

Note: If the Consolidate Transaction Lines setting is enabled
in POS SMS for the Station Layout that applies to the current
Station, sale lines added to a transaction will be consolidated if
they have the same Item Code. However, the Location Code and
the UOM of the items must also match, otherwise the transaction
lines will not be consolidated. Line consolidation applies to both
QSI and non-QSI modes.
Item Type
Indicates any special Item types.

Possible values are:
- Inventory
M - Miscellaneous
L - Lot Bin Tracked
S - Serial Tracked
Hover the cursor over the Item Type code to show the full
description of the type.
Item
Description
The description of the Item.
Quantity
The numeric quantity of the item being sold or returned.
Editable except for Lot Bin / Serial Tracked Items (The

exception is for the Order Transaction Type, because Lot Bin /
Serial Tracking is handled during shipping so in this case it
is still editable).
If the item does not allow fractions, this field will allow whole
numbers only.
When the quantity is changed, the price and discount on the

line is recalculated (unless they have already been manually
overridden).
If there are other lines on the grid with the same Item Code,
their quantities are combined for the pricing calculation.
Regardless of whether the value entered by the operator is

positive or negative, it is auto-corrected such that Sale Lines
only have positive values and Return Lines on have negative
values.
UOM
The Unit of measure the quantity applies to.
Tax Code
The Tax Code applied to the Unit Price.

This is defaulted using the logic defined in Tax Code Mapping.
Promo
An icon (defaults to a green tick) indicating if the item is on

promotion.
If an item has Manual Price change (either higher or lower that
29
then the Promotional Price), or the quantity is increased and this

triggers a Quantity Break price that is lower than the Promotional
Price, the Promo indicator will no longer display on the line as it
has been overridden.
Note: The icon for the Promotional indicator can be changed by
copying the required image into the Images folder and rename it
to PromotionalIndicator.png => do not leave the extension as gif
or the image will not be detected. POS Station needs to be closed
and reopened for the new image to be picked up.
Discount
Percent
Discount shown as a percentage.
Unit Price Exc
Calculated value showing the unit price excluding tax (taking into
account UOM conversions).
Unit Price Inc
Calculated value showing the unit price including tax (taking into
account UOM conversions).
Unit Price Tax
Calculated value showing the unit tax (taking into account UOM
conversions).
Unit Discount
Exc
Calculated value showing the quantity X unit price excluding tax.
Unit Discount
Inc
Calculated value showing the quantity X unit price including tax
Unit Discount
Tax
Calculated value showing the unit discount tax amount (taking

into account UOM conversions).
Unit Final Price

Exc
The final price excluding tax.
Unit Final Price

Inc
The final price including tax.
Unit Final Price

Tax
The final tax amount.
Extended Price
Inc
Calculated value showing the Ship Now Quantity X unit price

including tax
Extended Price
Exc
Calculated value showing the Ship Now Quantity X unit price

excluding tax
Extended Price
Tax
Calculated value showing the tax amount.
Extended
Discount Exc
Calculated field showing the unit discount excluding tax X qty.
30
Negative for return lines (because quantity is negative).
Negative for return lines (because quantity is negative)
Main Screen
Extended
Discount Inc
Calculated field showing the unit discount including tax X qty.
Extended
Discount Tax
Calculated field showing the unit discount tax X qty.
Extended Final
Price Exc
Calculated final price showing the unit discount excluding tax X

qty.
Extended Final
Price Inc
Calculated final price showing the Ship Now Quantity X unit price
including tax
Extended Final
Price Tax
Calculated value showing final price for tax.
UPC
The UPC code is used for bar coding systems to identify an item.
Cost Type
Allows selection of the Cost Type in POS Station.
Valid values:
Standard Cost
Average Cost
Unit Cost
The cost of the item in Epicor. This is used in the calculations for
the Gross Profit percentage.
Extended Cost
Calculated value showing the items cost multiplied by the

quantity.
GP%
The Gross Profit percentage calculated for the item on this line.
For values in this field to be populated, users need to be
associated with a user group that has the view gross profit
permission.
Location
The location that the item is being sold from.
ABC Code
The ABC ranking defined for an inventory item in Epicor

Inventory.
Notes
1) ABC Codes are used in inventory management to rank or
categorise products based on user defined criteria, with "A" items
having the highest value and "C" items having the lowest value.
For example, items can be ranked on various financial criteria,
such as gross profit percentage, quantity sold, or average cost.
2) In Epicor Inventory the ABC Code is stored by item, by
location. Therefore, if the Location Code for a line is changed, the
ABC Code will update accordingly.
Minimum Price
The minimum price defined for an inventory item.
31
Transaction Header Area

Contact/Delivery Details
Mouse
Click the Contact / Delivery button on the main screen.
Keyboard
Press Alt+Y.
The Contact/Delivery details screen allows the operator to view or modify the
contact/delivery details of the current transaction.
Add Contact/Delivery details to a transaction that does not have a

Customer Code
1. If a Customer Code has not been selected on the Main screen, this screen will
display all the Contact details fields as blank, available for data input. The Use
Customer Address check box, and the Use Customer Details check box will be
cleared and disabled (as there is no Customer Address/Details when a Customer
Code has not been entered).
2. Type in Name and Address information in the Contact Details section of the
screen.
The Delivery Required checkbox is not enabled for a transaction where no Customer
account has been selected. If delivery details are required at this point then a new
customer account will have to be created first.
3. Press F2 (or click OK) to save and return to the Main screen.
Add Contact/Delivery details to a transaction that has Customer Code

1. If the Customer Code has been entered on the Main screen, this screen will have
all the fields in the Delivery Details pre-loaded with the Delivery details of the
Customer or Ship-To.
2. The Use Customer Address check box is selected by default.
3. To change the Address, clear the Use Customer Address check box.
All Address fields in the Contact Details section of the screen will become editable.
4. Make changes as required.
5. If Delivery is required, select the Delivery Required check box.
6. If a Customer and an associated Ship To has been selected on the main screen then
all four radio buttons below the Delivery required checkbox will be selectable and
the Use Customer Details radio button will be selected by default.
7. Only one option can be selected here. If Use Ship To Details is selected then the
details from the customer Ship To that was selected on the main screen will be
displayed in the relevant fields. Note that the Name field data is taken from the
Attention Name field on the Delivery tab of the Customer - Ship-To Detail.
8. If Use Store Details is selected the Store Details will be populated from Epicor
Warehouse Maintenance details for the default Branch Location.
32
Main Screen
9. If the Manual Entry button is selected then all fields in the section are cleared for
manual input.
10. Select one of the radio buttons, fill in the remaining fields, Delivery Note, Delivery
Date (mandatory) and Ship Via.
11. Click OK or F2 to save the changes and dismiss the screen.
Note
Changing the address using this screen only applies the address change to this
transaction. To change a Customers address information so that it applies to all
transactions, go to Customer Menu > Search > locate Customer > Edit.
Detailed information on fields: Contact/Delivery Details screen
Contact Details
Name
The Contact Customer Name.
Use Customer
Address
This check box is selected by default if a Customer Code has

been entered on the Main screen. All Contact details are preloaded and read-only until this check box is cleared.
This check box is cleared by default if a Customer Code has not
been entered on the Main screen. All Contact details are editable
and blank.
Address
The Contact Customer Address.
Phone
The Contact Customer Phone number.
City
The City of the Customer Address.
State
The State of the Customer Address.
Postal Code
The Postal Code of the Customer Address.
Delivery Details
Delivery Required
(checkbox)
This check box is cleared by default. All fields are read-only when
this check box is cleared.
If this check box is selected, and the Customer Code has been
provided for the transaction, the Use Customer Details check
box will be selected by default, and the delivery fields will be
populated with the Customer details.
Use Customer
Details (radio
button)
If a Customer Code has been provided for the transaction, this

check box will be selected by default, and the Name and
Address fields will be read-only.
Clear this check box to edit the Delivery Name and Address
fields (note that the Delivery Required field must also be
selected).
Use Ship To
Details from the customer Ship To that was selected on the main
33
Details (radio
button)
screen will be displayed in the relevant fields. Note that the

Name field data is taken from the Attention Name field on the
Delivery tab of the Customer - Ship-To Detail.
Use Store Details

(radio button)
Store Details will be populated from Epicor Warehouse

Maintenance details for the default Branch Location
Manual Entry
(radio button)
All fields in the section are cleared for manual input
Name
The Delivery Name.
Address
The Delivery Address.
Delivery Note
The Delivery Note is a field provided so that extra information

regarding the delivery can be provided. For example: deliver
after 1.00pm at side entrance to warehouse.
Delivery Date
A Date must be selected here for successful integration with

Epicor
Ship via
Ship via details are integrated from Epicor and displayed

here. When this field is used on a transaction the information
will be integrated to the Ship Via field on the Epicor Order
Header.
Phone
The Delivery phone number.
Postal Code
Commonly used postal codes can be defined in POS SMS Postal

Code Lookup to be associated with a City, State and
Country. Enter a Postal Code here. If it has been configured in
POS SMS then the details will be automatically added here. If
there is more than one definition for the postal code entered a
pop-up is displayed for the user to select from multiple entries.
City/State/County
If the postal code entered is in the Postal Code Lookup in POS

SMS then these details are automatically populated. If not the
details can be entered manually. Note that the Country entered
here must exist in Epicor 9, Country Maintenance for successful
integration.
34
Main Screen
Customer Detail
Mouse
Click Customer > Enquiry > Search and select > Edit.
Or: Click the Search icon
in the Customer field on the main screen, and then Search and select.
Or: Type the Customer Code in the Customer field in the main screen, then click the Info icon .
Keyboard
Press Ctrl+F in the Customer field on the main screen.
Information about a Customer is displayed on the Customer Detail screen, which has
two tabs:
The General tab displays the Customer's general details.
The Loyalty tab is enabled if the Loyalty and Payment Programs module is licensed
(subject to Permissions). This tab displays the Customer's loyalty-related
information, including Plan Account balances and Plans. You can view and manage
Customer Loyalty and Payment Program settings, if you have the required
permissions.
Description of fields on the screen: Customer Detail screen

Customer Code
The Customer's identifying code. Read-only.
Customer Name
General tab
Tab details
This tab displays the customer's general details.
Customer Details
Customer Type
If the Customer Type is required to be changed, select another

Customer Type from the drop down list.
If a non-AR Account Customer is changed to a Customer

Type that is AR Integrated, then an AR Account is created.
If an AR Account Customer is changed from one AR

Integrated Customer Type to another AR Integrated
Customer Type, their account is modified to reflect the
defaults from the new Customer Type.
If an attempt is made to change a Customer Type from an

AR Integrated account to a non-Integrated account, this will
not be permitted.
Note: The Maintain Customers Customer Type permission

applies to this field - see above.
Phone 1
Phone 2
An alternate contact phone number for the Customer, e.g. a

mobile number.
Status
Read-only.
35
Valid values:
AR Account
(check box)

POS.
No New Business - the Customer Account is available to

receive payments, but no new sales transactions can be
made.
Read-only.
If AR Account is selected, a Customer Account will also be

If AR Account is not selected, the Customer Account will be

available for POS transactions, but an account will not be
AR Account is a read-only field, and it is selected or cleared

based on the configuration on the Customer Type in POS
SMS.
Cash Sales Only

(check box)
If this check box is selected, the Customer will be required to

make payment (using any of the available payment methods this is not restricted to cash) at the time of Sale. That is, no
component of the Payment Total is permitted to be placed "On
Account".
PO Number
Required
(check box)
If this check box is selected, the PO Number on the Main

Transaction screen will require an entry for all transactions for
this Customer Type.
Allow Loyalty
Accrual
If this check box is selected, customers with this Customer Type

can accrue loyalty points when a Plan Account's accrual rules
are met.
If this check box is cleared, customers with this Customer Type
will not be eligible to accrue loyalty points.
Notes
36
This setting is enabled at Central (not at the Branch), only if

a valid Loyalty licence is assigned.
This check box is selected by default. It can be cleared, to

flag certain customers as being ineligible to accrue loyalty
points, for example business-to-business customers, or
customers who choose to opt out of the loyalty program.
This setting is taken into account when a customer buys a

Plan Purchase Item.
For new customers, this setting (and the same setting on

the Customer Detail screen in POS SMS) defaults from the
Allow Loyalty Accrual setting on the Customer Type
Maintenance screen in POS SMS.
Main Screen
Address sub-tab
Address line 1
The first line of the Customer's address.
Address line 2
The second of the Customer's address.
Address line 3
The third line of the Customer's address.
Address line 4
The fourth line of the Customer's address.
Address line 5
The fifth line of the Customer's address.
Address line 6
The sixth line of the Customer's address.
Postal Code
Commonly used postal codes can be defined in POS SMS Postal Code
Lookup to be associated with a City, State and Country. Postal Codes
can also be associated with a specific tax rate via a Tax Lookup, also
configured in POS SMS. Enter a Postal Code here. If it has been
configured in POS SMS then the details will be automatically added
here. If there is more than one definition for the postal code entered a
pop-up is displayed for the user to select from multiple entries for both
Tax Lookup and Postal Code Lookup.
City/State/Country
If the postal code entered is in the Postal Code Lookup in POS SMS then
these details are automatically populated. If not the details can be
entered manually. Note that the Country entered here must exist in
Epicor 9, Country Maintenance for successful integration.
Sort Field 1

appear as field names in the Epicor Customer and Ship-to
windows, and in POS on the Customer - Detail screen.
Sort Field 2

screen.
Sort Field 3

screen.
Delivery sub-tab
Attention Name
37
Attention Phone
The phone number to be used for delivery details.
Delivery Note
Defaults sub-tab
Tab details
All fields on this tab are read-only and have had values predefined for the Customer
Type in POS SMS. These fields map to information in Epicor > Accounts Receivable >
Customer > Defaults and can have their values changed in Epicor only.
Sales Person
Tax Code
The tax code applicable to this Customer (if this is blank, the tax
code for transactions for this Customer will be derived using Tax
Code Mapping logic) .
Default Ship To
The default Ship-To code.
Price Class
The Price Class applicable to all Customers with this Customer

Type.
A Customer's Price Class (if one exists) is used to determine
prices on some items.
Price Level
The Price Level applicable to all Customers with this Customer

Type.
A Customer's Price Level is used in combination with pricing
settings to determine prices for items sold.
Trade Discount
The Trade discount is used in combination with other Pricing

settings, and in most cases the discount applies to all items in a
Sales transaction.
Terms
The payment terms can determine whether the Customer will

receive a possible discount for early payment. This field is also
used to calculate the Due Date of the Payment.
Account sub-tab
Tab details
This tab displays field information from AR. This tab is therefore not applicable to non-AR
Accounts.
Account Balance
The current balance of this Customer's account in Epicor.

The balance of an account may vary between AR and Epicor
POS for short periods of time due to pending transactions that
are still in the process of being integrated.
Pending
Transactions
Transactions in Epicor POS that are in the process of being

integrated with Epicor, and therefore have not had an effect on
Epicor customer balance, but should be considered.
Effective Balance
The Customer's true balance, taking into account their Account

Balance and the Pending Transactions. This is the balance that
is used when making Account Payments and when POS checks
38
Main Screen
the Credit Limit.

Available Credit
This is the Customer's Credit Limit less the Effective Balance

which is used when POS checks credit limits.
Credit Limit
The Credit Limit (if any) as defined on the Customer Account in

Epicor AR.
Credit Comments
If the Customer has been created in Epicor POS, the credit

limit is derived from the Customer Template assigned to the
Customer Type selected for that Customer.
The Credit Limit can be exceeded by a percentage defined

on the Credit Limit Authorisation setting on the User Group
is POS SMS.
Credit comments defined on the Customer's Account in Epicor

(in the Internal Comments field in the Credit Window).
Credit comments are Read Only in Epicor POS and can only be
updated in Epicor AR.
Alternate Codes sub-tab

Tab details
This tab is used to assign alternate codes to a selected customer. Alternate codes are
useful in retail environments where the same customer may hold multiple cards relating
to a particular store, such as a charge card and a loyalty card. When multiple codes are
stored for the customer, the sale process can be streamlined, since either card can be
used to identify the customer.
Note: Alternate Customer Codes are not integrated to Epicor.
Alternate Codes
This column lists the Alternate Codes that have been assigned
to the current customer. (Read-only.)
Note
The contents of a note (if one exists) associated with the

Alternate Code. (Read-only.) The note can be up to 60
characters in length.
Add
(button)
Opens the Alternate Codes form, where the user can add a
new Alternate Code to the current customer. The code can be
up to 50 characters in length.
Note: POS checks whether a new Alternate Code which you are
adding to the current customer has already been stored against
one or more existing customers. If this is the case, you will be
prompted to either continue and save the code as a duplicate
code, or cancel.
Edit
(button)
Opens the Alternate Codes form, where the user can edit the
currently selected Alternate Code and any associated Note.
This button is enabled if a single Alternate Code is selected.
Delete
Causes a confirmation message to be displayed, requesting the
39
(button)
user to confirm that the selected Alternate Code or Codes are

about to be deleted.
This button is enabled when one or more Alternate Codes are
selected.
Loyalty tab
Tab details
This tab is only enabled if the Loyalty and Payment Programs module is licensed, and the
user has the View and Maintain Customer Loyalty permission.
Balances sub-tab
Tab details
This tab lists the current balances for a customer's Plan Accounts. If there are multiple
balances for a single Plan account (i.e. there are Related and Unrelated Plan Accounts), a
summed balance is shown. This tab can be used to put balances on hold.
Plan Account Code
(column)
The Plan Account Code for the record, e.g. DDs. Read-only.
Plan Account
Description
(column)
The Plan Account Description for the record, e.g. Dining

Dollars. Read-only.
Balance
(column)
When viewed from Central:

The Balance for the current Plan Account.
When viewed from a Branch:
The "local" Balance for the Customer, as calculated at the
Branch.
Note: If any of the Plan Account records have the Opening
Balance set to Unlimited, this field will display the value
Unlimited.
Hold
(check box)
Allows a Plan Account to be put on hold (suspended). The hold

applies until the check box is cleared.
When a Plan Account is on hold, all balances related and
unrelated are unavailable for use.
Selecting the header check box toggles all the check boxes
between selected and cleared.
Note: You can configure the Plan Account Hold Reason
prompt to display in POS Station when a customer attempts to
use a held Plan Account. The prompt shows the Reason and an
optional Note for the hold, which enables the cashier to explain
to the customer why their account is on hold and pass on any
other relevant information.
Plan Account Hold

Reason
(column)
40
Displays the Plan Account Hold Reason, if one is defined. The

reason explains why a particular count is on hold. (Read-only.)
If a Plan Account is on hold, an ellipsis icon
is displayed
against the Plan Account Hold Reason. Clicking it opens the
Plan Account Hold Reason prompt screen, which displays the
Main Screen
Reason and Note (if a Note is entered). Both fields may be

edited.
Plans sub-tab
Tab details
This tab is used to assign Plans to a customer, and to view and manage the Plans
associated with a customer.
A customer may be assigned to multiple plans at any given time and the Start and End
Date for these plans may overlap.
(Display
configuration)
(Drop-down selection
box)
There are two available options in the drop-down selection box:
Show Active Plans (default)

If this option is selected, only Plans with one or more Plan
Accounts with a Start Date the same as or earlier than the
current date are shown.
Show All Plans

If this option is selected, a full history of the customers'
Plans is shown:
All Plans are shown, regardless of their Plan Account
Start Dates.
Plans that have been removed are shown.
Plans that no longer have any active balances are

shown.
Note: Plans are always displayed in Start Date order, with the
most recent Start Date at the top. If there are multiple plans
with the same Start Date, they are ordered by End Date, then
alphabetically on the Plan Code. If a Plan has no Start then it is
displayed at the top, alphabetically if there is more than one
Plan with no Start Date.
Plan Code
(column)
The Plan Account Code for the record. Read-only.
Plan Description
(column)
The Plan Account Description for the record. Read-only.
Start Date
(column)
The Start Date for the Plan, if one is defined. Read-only.
End Date
(column)
The End Date for the Plan, if one is defined. Read-only.
Added Date
(column)
The Date the Plan was added to the customer.
Removed
(check box)
If this check box is selected, the Plan has been removed from
the customer.
This can be either the date the transaction took place, when the
plan was sold to the customer, or the date when the user added
the Plan to the customer. Read-only.
If this check box is cleared, the Plan is still assigned to the
41
customer.
Removed Date
(column)
The Date the Plan was removed from the customer.
Add
(button)
The Add button opens the Plan Search screen with the From
End Date criterion set to the next day's date and read-only. It
enables Plans to be added to customers.
This can be either the date the transaction took place where the
plan was returned to the customer, or the date the user
removed the plan.
The search only returns Plans for which the Payment Required
check box has been cleared on the Plan Maintenance screen.
This ensures that no Plan is assigned that requires payment.
Remove
(button)
The Remove button is enabled when a single Plan is selected

that is not already flagged as removed. It enables you to
remove a Plan from a Customer.
Plan Detail
(button)
The Plan Detail button is enabled when a Plan is selected and

the user has permission to View or Maintain Plans. This button
opens the Plan Maintenance screen.
Show Balances
(button)
The Show Balances button opens the Plan Balances screen,

which shows the Plan Account balances for the currently
selected Plan.
Function Buttons
Notes
Opens the Customer - Notes Detail screen, where notes can

be added, edited or deleted. Tick the checkbox Automatically
show this note when customer is selected if this note
should pop-up when this customer account is used in a
transaction. The first note added here is automatically attached
to the Transaction Header Note field and integrated into
Epicor. In Epicor it is available on the Sales Order > Order
Notes field
Ship-Tos
Opens the Customer - Ship-to Search screen, where you can

search and edit Ship-To information for a customer. Ship-To
information cannot be added on this screen; it must be added in
Epicor.
Customer History
Opens the Customer History Search screen, showing details

of the currently selected customer's transaction history.
Note: If this screen is opened at Branch level, the Branch Code
is a read-only search criterion, and only the transactions at the
current Branch are returned when the search is run. If this
screen is opened from Central, all transactions are returned
when the search is run.
Permission Required
42
The Maintain Customers permission is required to view, edit, or add Customers.
Main Screen
The Maintain Customers Customer Type permission is required to change a

Customer Type on a Customer Account.
The View Customers permission is required to view Customers.
The View Customer's Account permission is required to view the Account tab
(containing AR account information) on the Customer's Account.
The View Alternate Customer Codes permission is required to view Alternate

Customer Codes. (Permissions related to Alternate Customer Codes work together
with Customer-related permissions).
The Maintain Alternate Customer Codes permission is required to view, edit, or

add Alternate Customer Codes. (Permissions related to Alternate Customer Codes
work together with Customer-related permissions).

The Maintain Customer Loyalty permission is required to maintain information


43
Default Salesperson
The default Salesperson is the Salesperson to be recorded against the transaction. The
source of the default Salesperson for a transaction is determined using a setting in POS
SMS which is either set to:
Customer then User
User then Customer
Customer then User

1. The salesperson will be derived from Customers Ship To, if one exists.
2. Otherwise, the salesperson stored with the Customer's account will be used.
3. If the Customer does not have a salesperson, the salesperson assigned to the User
will be used.
4. If the User does not have a salesperson, the salesperson assigned to the Station will
be used.
User then Customer
1. The salesperson will be derived from the User.
2. If the User salesperson is blank, the salesperson on the Ship To will be used.
3. If there is no Ship To details for that Customer, the salesperson on the Customer's
account will be used.
4. If the Customer does not have a salesperson, the salesperson assigned to the
Station will be used.
44
Main Screen
Header fields - Customer

The customer details section of the Main Screen contain details specific to the Customer
for this transaction.
The following functions can be performed in the Customer Header area of the Main
Screen and are applicable to most transaction types:
Search and select a Customer
Search and select Ship To details
Change Transaction Discount
Change Transaction Tax Code
Enter Contact/Delivery Details
Enter Notes
A sales transaction can either be for a Customer Account, or it is considered to be a Cash

Sale (regardless of the payment method used).
Customer Sale
When the sale is made to a Customer Account, the account is entered by the operator.
This is done by either searching for the Customer Account, or entering it directly if
known, or creating a Customer Account for the transaction. Fields in the header section
of the main screen will be populated with values depending on the Customer Account
defaults.
Cash Sale
When a sales transaction is created and a Customer Account has not been typed in by
the operator, the transaction is considered to be a Cash Sale. The default settings for the
Branch will be used to populate the values of the fields in the Customer Header area.
Detailed information on fields: Customer Header fields in Main Transaction
screen
Customer
Type in a Customer code, or use the search icon to search and

select a Customer.
If the Customer Code is valid, and has at least one Ship-To,

the Ship-To field is enabled, and the default Ship-To (if one
exists) is loaded into the Ship-To field.
If Customer Code does not have a Ship-To, the Ship-To

field remains disabled.
When a Customer Code is entered, POS will attempt to find a

single matching record even if only part of the code has been
entered:
If only one matching record is found, the code is

automatically completed.
If no matches are found, the Customer Search screen is
45
automatically displayed to allow the operator to search for

the Customer.
If more than one match is found, the Customer Search

screen is displayed with the Customer Code criteria
automatically populated with the Customer Code from the
Main screen (appended with % for wild card searching). The
search is automatically run using the partial code.
Note: If a user performs a partial code search, e.g. types 'A'

and tabs off the Customer field, the Customer Search screen
will display all Customer Codes starting with 'A'. However, if the
user presses cancel and returns to the Main Screen without
selecting a Customer, the Customer Code field will still contain
the partial value. If the user now tabs off the Customer Code
field again, the field will be flagged as an error with a red cross.
The Customer Search screen will not be re-displayed (even if
the user tabs off the field again), unless the value in the
Customer Code field has changed.
If the Customer / Ship-To Combination is changed after a line
or a payment has been added to the transaction, the operator is
prompted with a message box: "All customer defaults will be
reset and prices will be recalculated. Do you wish to continue?"
Recalculations are required, as each Customer has a different
configuration that may affect the price of items in the
transaction.
Customer
(search icon)
Click the Customer search icon to search for a Customer Code.
Customer
(info icon)
Click the Customer info icon to view details about the current
Customer.
Ship To
The Ship To the transaction will be recorded against.
Ship To
(search icon)
Click the Ship To search icon to search for a Ship To Code.
Ship To
(info icon)
Click the Ship To info icon to view details about the current Ship
To.
Name
Read-only.
The Name of the Customer, which defaulted either from the
Customer name or the Ship-To name.
Discount
Click the Discount button next to this field to change the

Discount to be applied to all items in the transaction (with some
exceptions depending on pricing configuration).
The initial value in this field is the Customer's Trade Discount.
Discount detail
(button)
Click the Discount button to open the Change Manual

Discount screen.
Contact/Delivery
Click the Contact/Delivery button to open the
46
Main Screen
(button)
Contact/Delivery screen.
Enter contact and delivery details on this screen.
Tax Code
The Tax Code of the transaction.

The tax code is determined according to Tax Code Mapping.
To change the value in this field, type in another tax code, or
click on the Tax Code search icon to search and select a
different Tax Code.
Note: Only users with the Modify Transaction Tax Code
permission can edit this field.
Tax Code
(search icon)
Click on the tax code search icon to open the Tax Code Search
screen.
Notes
(button)
Click on the Notes button to display the Notes screen.

If any notes have been added for this customer the first one is
displayed here but this can be overwritten at transaction
time. The details here are integrated into Epicor Sales Orders
> Order Notes field
Press F2 to save the Note.
47
Header fields - Transaction

Generally, the values for fields in the transaction details section of the Main Screen will
default to values that will not require the user to change them often.
Detailed information on fields: Transaction Header fields - Main Screen

Transaction
Type
Use the drop down list to select or change the Transaction Type.
Transaction
Line Type
Default
Click the elipsis button adjacent to the Transaction Type field to

change the default Line Type for all lines added for this transaction
from this point forward.
If the Customer Account has already been selected, some

Transaction Types may not be valid for that Customer due to the
configuration of their Customer Type.
Example:
If the default line type is Order and several items have already
been added to the transaction. This function could be used to
change the Line Type (for this Transaction only) to Sale. Then any
items scanned or added to the transaction from this point forward
will be added as Sale lines instead of Order lines. When the
transaction is completed, the default line type for the Station will
be in effect again.
Valid values are:
Sale
Return
Order
depending on the:
Transaction Settings on the Customer Type of the Customer on

the current transaction e.g. the Customer Type may not allow
Orders.

Transaction
ID
The Transaction ID for the current transaction. Read-only.
Transaction
Info
Click the info icon next to the Transaction ID to view summary

information about the transaction.
48
This ID is made up of the Branch ID, Station ID, and an

automatically generated number to ensure uniqueness.
Main Screen
Order Date
The date of the transaction. The value in this field is used to

determine the Order Date for the transaction.
This field is read-only unless the operator has the Change

Transaction Date permission.
This defaults to the current system date and is updated in real

time (i.e. as the system time clock passes midnight, the
transaction date will automatically update to the next calendar
day).
Click on the drop down calendar to change the Order Date, the
override check box will be automatically ticked.
Note: Change Transaction Date permission

The Change Transaction Date permission is required to be able
to change the Date. Without this permission the Date is Read Only,
and cannot be changed.
Salesperson
The Default Salesperson to be recorded against the transaction.

Use the drop down list to change the Salesperson if required.
PO Number
The Customers Purchase Order Number to be recorded against the

transaction.
If the currently selected customer on the transaction has the PO
Number Required flag checked, then this field is required.
User Security
49
Transaction Discount
Mouse
Click the Discount Details icon
in the Discount field on the main screen.
Transaction Menu > Promotion Code
Keyboard
Press Alt+D.
The Transaction Discount field in the header area on the Main POS screen allows the
operator to view or modify a transaction level discount for the current transaction.
If a Customer Code has been typed in the Customer field, this will display the Trade
Discount for the Customer (if one applies).
Changing the Discount applies to all items in the transaction (with some exceptions due
to pricing rules, see notes below).
Change the transaction discount

1. Open the Transaction Discount Detail screen (use one of the navigation methods
above).
2. The Override Trade Discount check box will be selected by default. When this is
selected all fields on this screen are editable.
3. If the Customer on this transaction has a trade discount, the discount will default to
the customer's trade discount and the Reason and Note will be blank.
4. Type in a new Discount % Percentage, then tab to the Reason field.
5. Select a Reason for the discount change from the drop-down list.
6. Type details in the Note field, if applicable.
7. Press F2 or click OK to save and return to the Main POS screen.
Remove the transaction discount

1. Open the Transaction Discount Detail screen (use one of the navigation methods
above).
2. The Override Discount check box is selected by default; clear this check box. All
fields in the pop up window will be changed to read-only and will have their values
reset to their original value, and all fields will become read-only i.e. if the Customer
had a Trade Discount, the Discount will revert to the Customer's Trade Discount,
and the Discount, Reason and Note fields will all be read-only.
3. Press F2 or click OK to save and return to the Main POS screen.
Notes
The discount is not applied to items that have been imported from an external
system, e.g. Prescription lines.
Pricing settings and Customer configuration may affect transaction discounts, e.g.
an item may not be able to be sold at a price that is below the minimum price set
for that item
50
Main Screen
Transaction Discount Scenario 1
Scenario 1: If Customer has a configured Trade Discount configured here this will
override any special prices.
If the customer has a special price discount from the price list, and no Trade Discount specified on
Customer Details, and then tries to override the discount on the transaction the Special Price
Discount will be applied first, followed by the Manual Discount on the transaction.

If you want the Manual Discount on the Transaction to override all other discounts there
is a setting in POS SMS > Enterprise > Company Settings > POS Pricing Settings
that will enable this functionality. The setting is Comparative Trade Discount. Tick
the checkbox and select POS in the Discount Method drop down to allow POS Station
Manual Discount to override all other discounts.
51
User Security
Enter Manual Discount permission

The Enter Manual Discount permission is required to be able to enter a Manual
Discount for a transaction in POS Station. Without this permission the menu options,
keyboard shortcuts and relevant buttons are visible but disabled, and therefore not
selectable.
Discount Percentage authorisation

The Discount Percentage authorisation can be set to:
Unlimited - a User can add a discount of any amount (provided they have the Enter
Manual Discount permission).
Limited by amount - a User can add a discount up to a Percentage limit. If the

percentage limit is exceeded authorisation is required and an Authorisation
Required screen will display. The Authorisation screen will display a list of Users that
can authorise the transaction by entering their Password. The Discount will not be
accepted unless the authoriser's password is entered.
Detailed information on fields: Transaction Discount screen

Override Trade
Discount
Discount %
52
When the check box is selected, the rest of the form is

editable and a manual discount can be entered.
When this check box is cleared, the rest of the fields are
read-only, and the discount shows the Customer's trade
discount (or 0 if none applies). The Reason and Note fields
are blank.
If no customer is selected, or the selected customer does not

have a trade discount, then this check box is selected and
disabled and the discount defaults to 0.
Must be a decimal value between 0 and 100
Main Screen
Reason
A Reason for changing the discount is required if the discount is

greater than 0.
Discount Reasons are maintained in POS SMS.
Note
If the selected Discount Reason requires a note, then this field is

required.
53
Transaction Notes
Mouse
Click the Notes button on the main screen.
Keyboard
Press Alt+N.
The Notes button on the transaction header is provided to allow the operator to enter
additional details regarding the transaction if required. These notes are integrated on the
transaction through to Epicor Accounts Receivable.
If a note has been added to the Customer account used in this transaction then that note
will automatically be added here also. However, up to 255 characters are allowed here
so additional information can be added at the transaction stage if required. Alternatively
the Customer note can be overwritten.
Add Notes to a transaction

1. Click the Notes button or press Alt+N to open the Notes screen.
2. The Notes screen is simply a large text box that anything can be typed into. Data in
this text box is not validated.
3. Type in any information that may be considered useful regarding this transaction
(up to a maximum of 255 characters).
4. Press F2 or click OK to save the information entered.
54
Main Screen
Changing the logo image

The image displayed in the logo area at the top right of the main screen will default to
the Epicor logo. This can be changed to your organisation's logo, or to any image
required at any time.
Change the image on the main screen

1. Go to the POS8\Images directory.
2. Copy the image required to be displayed into this directory.
3. Right click on the image and select Rename.
4. Rename the image to CompanyLogo.
5. Next time a Station is opened, the new logo will be displayed.
55
Tax Codes
Tax Code Mapping
The Tax Code field in the header of the main transaction is determined subject to Tax
Code Mapping logic as illustrated in the diagram below.
In the POS Site Management Suite (SMS), each tax code is assigned a status. The status
assigned to a tax code determines how that tax code is used in Tax Code mapping:
Active - if a tax code is active, it is available to be used throughout POS.
Inactive - if a tax code in inactive, it is not permitted to be used in POS and will not
appear on search screens.
Mapped - if a tax code is mapped, it will be assigned another tax code. This mapped
tax code is to be used whenever this tax code is encountered throughout POS.
The tax code in the transaction header, is derived by using the Tax Code on the
Customer. If the Customer Tax Code is blank, then the default Branch tax code will be
used.
The tax code used on an item in a transaction line is derived by using the Tax Code on
the Item, or from the Transaction Header depending on a setting in Epicor. If the item
tax code is blank, then the default Branch tax code will be used.
If the Tax Code on the Transaction is changed after lines have been added, the Tax Code
on each line is re-defaulted as described above and all totals are recalculated
56
Main Screen
Tax Code Search

Mouse
Double-click the Transaction line and click the Tax Code Search icon
.
OR:
Click the Tax Code Search icon
in the Customer section of the main screen.
The Tax Code on the header of the Transaction is derived from the Customer's tax code
(subject to Tax Code Mapping rules), and the tax code on the line is derived from the
item (also subject to Tax Code Mapping).
Search and locate a Tax Code using Search Criteria

1. Type in details - or partial details (either with or without % as a wild card, see
examples below) - in the Criteria fields.
2. Select the Tax Included check box to:
grey ticked - all Tax Codes will be displayed regardless of whether they are Tax
Inclusive or not
black tick (white background) - only Tax Codes that are Tax Inclusive will be
displayed
blank - only Tax Codes that are not Tax Inclusive will be displayed.
3. Press Enter, or click the Search button to search.

4. This will narrow the search results displayed, and will assist in locating a Tax Code
faster.
5. Click the Clear button, or tab to it and press Enter to clear all data entered in the
Criteria fields.
6. To select the required Tax Code:
use the keyboard up and down arrows, highlight the required Customer,
press F2 (or tab to the OK button and press Enter)
double-click the line
click once (i.e. highlighting the line), and then click OK (or press F2)
Search and locate a Tax Code using the Search Criteria fields
All search criteria fields can contain complete, or partial details (partial details must
use wild cards %).
Wild cards % can be used for faster searching.
The following types of searches can be performed (see examples of each below):
'Starts With' Wild Card searching e.g. GS%
'Ends With' Wild Card searching e.g. %IN
'Contains' Wild Card searching e.g. %GST%
Exact Match searching e.g. GSTARIN
Search and scroll through all Tax Codes
57

1. To display all Tax Codes, leave the Criteria section blank and press Enter, or click
the Search button.
2. Use the pagination buttons < > at the bottom of the screen to page through the
results list.
3. Use the |< and >| buttons to go to the first and last page of the results list.
4. To select the required Customer:
use the keyboard up and down arrows, highlight the required Tax Code, press
F2 (or tab to the OK button and press Enter)
click once (i.e. highlighting the line), click OK (or press F2)
User Security
Modify Transaction Tax Code permission

The Modify Transaction Tax Code permission is required in order for a User to be able
to change the Tax Code:
in the Customer area of the Transaction Header on the Main Screen in POS Station
for an item on a Transaction line
Without this permission the Tax Code is Read Only and the value cannot be changed.
The Tax Code search icon will be disabled on the Main screen, and on the Transaction
Line Detail screen.
Detailed information on Criteria fields: Tax Code Search
Tax Code
Type in a tax code, or partial tax code.

For example: typing G% will cause all Tax codes starting with G to be
displayed.
Description
Type in a Description, or partial description.

For example: typing %GST will cause all tax codes with GST
anywhere in their description to be displayed.
Tax
Included
58
Use the drop down list to select a value:
blank - all Tax Codes will be displayed regardless of whether they

are Tax Inclusive or not
Yes - only Tax Codes that are Tax Inclusive will be displayed.
No - only Tax Codes that are not Tax Inclusive will be displayed.
Main Screen
Dynamic Content Area

The Dynamic Content settings in POS SMS on the Station Layout screen determine
what is displayed in the Dynamic Content Area in the bottom left of the main screen. The
Dynamic Content Area is displayed with tabs, Fast Actions, Item Fast Keys, Weight &
Volume, BCBP Scan Data (if pre-configured), Loyalty Card (if pre-configured), Gift Card
(if pre-configured).
QSI Fast Actions

If the Station uses a QSI Station Layout, and a Fast Action Menu has been configured
and assigned to the QSI Station Layout, the Dynamic Content Area will display a Fast
Action Menu with Fast Action buttons.
The appearance of Fast Action is configurable. For example, the Fast Action Menu in POS
SMS can be used to configure the appearance (colour, text size, and text colour) of each
individual Fast Action button. This is useful in touch-screen environments, where the
differences in button appearance can assist operators to distinguish more quickly
between buttons with different functions.
Weight and Volume Details

The weight and volume details of each Inventory Item on a POS transaction are
calculated and displayed for each transaction line and for the transaction in total. These
values are displayed in the Dynamic Content Area (DCA) during transaction entry.
BCBP (Bar Coded Boarding Pass) Scan Data

If BCBP functionality has been configured, this section will display data from any
compliant airline Boarding Pass. E.g. Passenger/ airline details. See the related topics
for information on how to set up BCBP functionality.
Loyalty Card
If Loyalty Card functionality has been configured and a Loyalty card has been scanned,
this section will display details from the loyalty card, e.g. Card Number, Balances.
(Loyalty licence required).
Gift Card
If Gift Card functionality has been configured and a Gift Card has been scanned, this
section will display details from the gift card, e.g. Card Number and Balance. (Loyalty
licence required).
59
Scan BCBP Barcode

The Scan BCBP Barcode dialog is displayed in the middle of the POS Station main
screen if it has been configured to do so in POS SMS. This functionality is designed to
enable the POS Operator to be prompted to scan a bar-coded boarding pass before each
transaction so that details can be gathered from the boarding pass. Users of this
functionality might be retailers in the duty-free section of an airport environment.
In the Dynamic content area of the Main Screen a tab labelled BCBP Scan Data is
displayed. This tab will display data captured from the scanning of the Bar-coded
Boarding Pass or, if required the POS Station Operator can enter Bar-coded Boarding
Pass data manually.
POS Station Layout in POS SMS must be configured before the Scan BCBP Barcode
dialog can be displayed in POS Station. Please see the topic Configure Bar-Coded
Boarding Pass Scanning for details on how to do this.
When configured the Scan BCBP Barcode dialog looks like this:
Clicking Cancel or using the Esc key will close the dialog without scanning the
data. Hot keys Alt & b will reopen the dialog.
When the POS Operator clicks OK or uses the F2 key the details gathered from the
barcode are displayed in full on the read-only BCBP Data screen.
When the POS Operator closes this screen summary details from the scan are displayed
in the bottom left section of the POS main screen titled BCBP Scan Data:
Within the BCBP Scan Data section clicking on the

icon displays the BCBP Data
read-only screen again. Clicking on the
icon re-displays the Scan BCBP Barcode
dialog.
60
Main Screen
Transaction Total fields

The transaction totals at the bottom right of the Main Screen display the total Discount,
total Tax, Transaction Total and several optional totals fields for the current transaction.
These fields are dynamically updated each time an item is added or modified, and each
time any Header information is changed that will affect the transaction totals, e.g.
Customer, Discount, Tax Code.
Description of fields: Transaction Totals - Main Screen

Discount
The sum of the Extended Discount on the lines.

Note: this will either display as Including Tax or Excluding Tax
depending on the Show Total Disc as Excluding Tax setting on the
Station Layout in POS SMS.
Tax
The sum of the Line Total Tax field on all of the transactions
lines.
[Transaction
Total]
The sum of the Line Total Inc Tax on the lines.
Show Total
Cost
This is the total Cost of all items in the transaction.

Clicking the button to the right of the Cost field will cause a
window to display, listing any Payment Methods configured with a
Cost Surcharge percentage. Selecting one of these Payment
Methods will add the specified percentage on to the cost of all
items in the transaction. This in turn will cause the Gross Profit
percentage on the transaction to be recalculated.
Notes
1) This field will only be displayed if the Show Total Cost setting
is enabled on the Station Layout in POS SMS.
2) This field is not displayed on the Quick Service Interface.
Gross Profit %
This is the total calculated Gross Profit Percentage based on the

cost and sell price of all items in the transaction.
The Gross Profit % on a transaction can be changed by clicking the
button to the right of the Gross Profit % field. Changing the
Gross Profit % will recalculate the Transaction Total and
recalculate the price of each item in the transaction.
Notes
1) This field will only be displayed if the user is associated with a
user group that has the View Gross Profit permission, and the
Show Total Gross Profit Percentage setting is enabled on the
Station Layout screen in POS SMS. (For more detail concerning
changing gross profit, see Gross Profit Transaction.)
2) This field is not displayed on the Quick Service Interface.
61
User Security
Minimum Gross Profit Percentage authorisation
This authorisation can be set to:
Unlimited - a User can change the Gross Profit percentage to any amount.
Limited by amount - a User can reduce the Gross Profit percentage down to a
Percentage limit. If the percentage limit is less than the amount specified on their
authorisation limit, authorisation is required and an Authorisation Required screen
will display. The Authorisation screen will display a list of Users that can authorise
the transaction by entering their Password.
62
Main Screen
Status Bar
The status bar is located at the bottom of the POS Station screen.
Description of fields : Status Bar - Main Screen

Release
Version
The version of POS Station that is currently being used.
User ID and
Name
The User ID and name of the person that has logged into this
Station.
Station ID
The ID of the Station that is currently being used.
Shift Identifier
The unique identifier of this shift.
It is important to always quote this version when contacting

Epicor POS support staff.
The Shift ID is comprised of:
Date and Time
Date (format yymmdd)
Branch Code
Station ID
Shift number for that day
The current system date and time.
63
Navigation and Keyboard Shortcuts

The following detailed Keyboard Template describes every shortcut within POS Station
and can be useful during staff training.
See the Cut and Keep version of this for a summary that can be printed, cut out, and
laminated and then can be used as a handy reference for Users next to their monitor as
a 'cheat sheet'.
Detailed Keyboard Template

Alternate
Keyboard Shortcut Shortcut
Function
Where
New Transactions
Shift+F1
Alt+T, N, S
Cash Sale
Anywhere in main screen
Shift+F2
Alt+T, N, L
Lay-By
Shift+F4
Alt+T, N, Q
Quote
Shift+F5
Alt+T, N, A
Account Payment
Shift+F6
Alt+T, N, C
Cash Out
Shift+F7
Alt+T, N, R
Auto Return
Shift+F8
Alt+T, N, P
Paid Out
Frequently Used Actions/Functions

F1
Alt+H, H
Help
Anywhere
F2
Alt+T, S
Save
Anywhere
F3
Ctrl+F
Item Search
Anywhere in main screen, new

line in Item grid
F4
Alt+L, Q
Quantity
Item Line
F5
Alt+T, K
Park
F6
Alt+T, R, K
Retrieve Parked
Esc
Alt+T, C
Cancel
Anywhere, main screen
Ctrl+O
Alt+A, O
Open Cash Drawer
Ctrl+P
Alt+T, P
Print
Completed Transaction
Search screen
Any field with a search icon
Alt+D
Discount field
Alt+P
PO Number field
Ctrl+F
Transaction Header
64
Main Screen
Alt+N
Notes button
Alt+U
Customer field
Alt+Y
Contact/Delivery button
Item/Line Functions
Ins
Alt+L, N
New Item Line
Transaction active
Del
Alt+L, D
Delete Item Line(s)
Item Line(s)
Enter
Alt+L, E
Edit Line
Item Line
F3
Alt+L, A, I
Inventory Item Search
Transaction active
F4
Alt+L, Q
Quantity
Item Line
F7
Alt+L, S
Edit Item Discount
Item Line
F8
Alt+L, P
Edit Item Price
Item Line
F9
Alt+L, T
Line Type
Item Line
Ctrl+A
Alt+L, L
Select All Lines
Anywhere in Item Grid
Ctrl+M
Alt+L, M
Miscellaneous Item
Transaction active
Alt+L, A, R
Add Inventory Return Item
Transaction active
Alt+L, A, S
Add Miscellaneous Return Item
Transaction active
Item Fast Keys
Alt+T, T, S
Convert To Sale
Transaction active
Alt+T, T, L
Convert To Lay-By
Transaction active
Alt+T, T, O
Convert to Order
Transaction active
Alt+T, T, Q
Convert to Quote
Transaction active
Alt+A,P
Suspend Printing
Alt+C,N
New Customer
Alt+C,E
Customer Enquiry
Alt+I, E
Inventory Enquiry
Alt+L, A, P
Prescription Lines Search
Alt+L, C
Create Customer from PrescriptionPrescription line in Item Grid
Ctrl+F1 to Ctrl+F12
Miscellaneous Functions
Prescription Functions
Home
Menus
Alt+T
Transaction Menu
Alt+L
Lines Menu
Alt+I
Inventory Menu
65
Alt+C
Customer Menu
Alt+S
Shift Menu
Alt+A
Station Menu
Alt+O
Tools Menu
Alt+H
Help Menu
Alt+T, R K
Retrieve Parked
Alt+T, R, S
Retrieve Sale
Alt+T, R, L
Retrieve Lay-By
Alt+T, R, Q
Retrieve Quote
Alt+T, R, A
Retrieve Account Payment
Alt+T, R, C
Retrieve Cash Out
Alt+T, R, P
Retrieve Paid Out
Alt+S, T
Till Totals
Alt+S, S
Shift Report
Alt+S, C
Close Shift
Alt+A, W
Lock Station
Alt+A, L
Log Out
Alt+O, C
Cash Reconciliation Wizard
Alt+O, A
Ad-hoc Stock Count
Alt+O, P
Change Password
Alt+O, O
Options
Alt+H, C
Configuration
Alt+H, A
About
Retrieve Transactions
F6
Administrative Functions
F11
Ctrl+L
66
Main Screen
Keyboard Template
Keyboard Shortcut Function
New Transactions
Shift+F1
Cash Sale
Shift+F2
Lay-By
Shift+F4
Quote
Shift+F5
Account Payment
Shift+F6
Cash Out
Shift+F7
Auto Return
Shift+F8
Paid Out
Frequently Used Actions/Functions

F1
Help
F2
Save
F3
Item Search
F4
Quantity
F5
Park
F6
Retrieve Parked
Esc
Cancel
Ctrl+O
Open Cash Drawer
Item/Line Functions
F7
Edit Line Discount
F8
Edit Line Price
F9
Toggle Line Type
Ctrl+M
Miscellaneous Item
Administrative Functions
F11
Till Totals
Ctrl+L
Lock Station
Transaction Header
67
Alt+D
Discount
Alt+P
PO Number
Alt+N
Notes
Alt+U
Customer field
Alt+Y
Contact/Delivery
68
Main Screen
QSI Station Layout

Quick Service Interface Station Layout
The Quick Service Interface (QSI) provides an easy-to-read Station layout. It promotes
rapid visual recognition of items in a touch-screen retail environment, and thus speeds
up transaction processing at the point of sale. The QSI layout also permits the Station
operator's dominant hand to be recorded, which makes for a more user-friendly touchscreen environment.
Configuring the QSI
The QSI is configured in POS SMS. The POS Administrator can define Fast Action Menus,
Inventory Drill Down Trees, and Action buttons, and assign them to a Station Layout
that is defined as a QSI Station Layout.
If a QSI Station Layout is assigned to a Station in POS SMS, that Station will be a QSI
Station. The main screen of the QSI Station appears different, since it employs colourconfigurable and resizable buttons, bigger text, and other design features that allow for
easier use in a touch-screen environment.
Components of the QSI screen
The appearance of the QSI screen depends on how it has been configured in POS SMS.
The example of the QSI screen shown here is only one of many possible configurations.
To view more information about a QSI screen component, click that component on the
image below.
A Note about the QSI Toolbar
The QSI toolbar replaces the standard toolbar menu but works in exactly the same way.
When a button is pressed, the relevant menu is displayed. The ALT key keyboard
shortcuts that apply to the standard toolbar apply also to the QSI toolbar.
69
QSI Toolbar: Transaction Menu
On a QSI Station Layout, you can press the Transaction toolbar button to view the
Transaction menu options.
70
Main Screen
QSI Toolbar: Lines Menu
On a QSI Station Layout, you can press the Lines toolbar button to view the Lines
menu options.
71
QSI Toolbar: Customer Menu
On a QSI Station Layout, you can press the Customer toolbar button to view the
Transaction - Customer screen.
Note
The Customer Detail button is the equivalent of the info icon
frame on the main POS Station screen.
in the Customer
The Enquiry button is the equivalent of the Enquiry option on the Customer menu in a
non-QSI POS Station. This button is enabled if the user has the View Customer
permission.
The New Customer button is the equivalent of the New option on the Customer menu
in a non-QSI POS Station. This button is enabled if the user has the Maintain Customer
permission.
The other fields and options on this screen are the equivalent of the Customer header
fields in a non-QSI POS Station.
72
Main Screen
QSI Toolbar: Shift Menu
On a QSI Station Layout, you can press the Shift toolbar button to view the Shift menu.
73
QSI Toolbar: Station Menu
On a QSI Station Layout, you can press the Station toolbar button to view the Station
menu.
74
Main Screen
QSI Toolbar: Tools Menu
On a QSI Station Layout, you can press the Tools toolbar button to view the Tools
menu.
75
QSI Transaction Header

On a QSI Station Layout, the Transaction Header is slightly reduced in size, but the fields
and hot keys behave as they do on the non-QSI Station layout.
Notes
If, in POS SMS, the Show Order Number Instead of Transaction Number
setting has been selected on the Station Layout screen, the Transaction ID
field shows the 3-character Order Number, not the transaction's document
number.
Clicking the Help icon
76
results in the online Help being displayed.
Main Screen
QSI Keyboard and Keypad

If On-Screen Keyboard is enabled on the Options screen (under the Tools menu), an
on-screen keyboard or keypad is displayed when a field requiring data input is clicked or
pressed. The larger-than-normal buttons permit easy data entry in a touch-screen
environment, for example if you are using a QSI Station Layout.
If the current field allows alpha-numeric characters, the keyboard is displayed. If the
field permits only numbers to be entered, the keypad opens.
Clicking or pressing anywhere outside the keyboard or keypad closes it.
Special buttons on the On-screen Keyboard
The Save button closes the keyboard or keypad and returns the entered data
to the currently selected field.
The Cancel button closes the keyboard or keypad, without returning any
data to the currently selected field.
The Shift button cycles the keyboard through three states, with each press of
the button activating the next state. The small icon on the button changes
slightly from one state to the next, as shown below.
State 1 (default)
This is the standard keyboard display. Letters pressed on the keyboard are
displayed as lower case letters.
77
State 2
The standard letters are displayed. Letters pressed on the keyboard are
displayed as upper case letters. The number row shows the alternative
symbol for each number key.
State 3
No letters or numbers are displayed. Each button shows one of the remaining
22 symbols on the standard keyboard.
Input via scanner

When data is input via the scanner, a scanner can be configured to append an Enter
after the scan. This is the standard configuration for retail scanners. In this case, if data
is scanned into the keyboard, after the scan the keyboard should close and Enter is
78
Main Screen
initialised on the current field.
79
QSI Item Lookup
On a QSI Station Layout, the Item field functions like the Item Code field in the items
grid on the main screen.
Clicking the search icon
screen to be displayed.
(or pressing F3) will cause the Inventory - Item Search
Clicking the keyboard icon to the right of the Item field causes the On-Screen Keyboard
to be displayed. Data entered on the On-Screen Keyboard is returned to the Item field
when you click or press the Enter key on the On-Screen Keyboard.
80
Main Screen
QSI Drill Down
The Inventory Drill Down Search on the QSI Station Layout is an alternative method of
inventory item searching that can be set up at a Station level.
Drill Down searching facilitates item searching based on levels or groups of items. That
is, items can be grouped and then put into sub-groups. These groups are represented as
buttons on the Inventory Drill Down search screen, and you can "drill down" through the
layers until you reach the item to be added to the transaction.
The Inventory Drill Down tree structure is defined in POS SMS at Central (and is readonly at the Branch). The Drill Down Tree is then assigned to a Station Layout. Any
Stations using that Station Layout can then use the Drill Down Search screen.
81
QSI Transaction Grid
The layout of the transaction line grid on the QSI Station Layout is determined by the
Station Layout, as configured in POS SMS.
Note the following points concerning the transaction line grid:
When a Station Layout is configured as a QSI Layout, the warning and error icon
columns are not shown.
If the Item Code field is shown, it cannot be edited.
When an item is added to the transaction line grid, the most recently added line is
highlighted, with the Item field at the top of the screen selected. This means:
82
An Item can immediately be scanned into the Item Code field.
If a Line Menu button (or a Fast Action button) is pressed, the action will apply to
the currently selected line. (If you have just scanned an item in, the selected line
will be the most recently added line). You can navigate to a different row by
pressing that row with your finger.
If the number of rows exceeds that which can be displayed on the current "page",
two arrows are displayed on the right of the grid. Press the up or down arrow to
scroll the grid up or down.
Main Screen
QSI Transaction Line Menu
The five buttons on the QSI Transaction Line menu on the QSI Station Layout are
enabled and configured in POS SMS, on the Station Layout screen.
The button actions apply to the currently selected line. If a particular action is not
available on the selected line, the button is disabled.
83
QSI Fast Action Menu
If the Dynamic Content setting on the Station Layout screen in POS SMS is set to
Fast Action Menu, a Fast Action Menu will be displayed in the Dynamic Content Area as
part of the QSI Station Layout.
84
Main Screen
QSI Transaction Totals
The Transaction Totals frame on a QSI Station Layout provides the same information
as Transaction Total fields on the standard POS Station.
85
QSI Status Bar
The QSI status bar (split into two parts here, to fit on the screen) on a QSI Station
Layout provides the same information as the standard POS Station status bar.
86
Payments
About Payments
Keyboard
The payment screen is displayed after you press F2 to save (if the transaction requires payment).
The Payment screen allows the operator to view or enter payments against the current
transaction on the Main screen.
If the Transaction Type is a Lay-By, Lay-By Payment, or a Sales Transaction with Order
Lines, and the Prompt for Lay-By / Order Deposit Amount setting (defined in POS
SMS) is enabled, the Lay-By Deposit, Lay-By Payment or Order Deposit screen is
displayed.
Multi-Currency Payments
If the POS Multi-Currency module has been licensed, POS Station transactions provide
support for payments in multiple currencies.
With the exception of values displayed in the Currency column in the Payment
Summary grid, all values displayed on the Payment Screen are displayed in Base
Currency.
User Security
Credit Limit Percentage authorisation
The Credit Limit Percentage authorisation can be set to:
Unlimited - a User can exceed a Customers Credit Limit by any amount
Limited by a percentage - a User can exceed the Customer Credit Limit provided it
only exceeds the Credit Limit by the percentage specified.
If the logged in User does not have sufficient authorisation to exceed the Customer's
Credit Limit, an Authorisation Required screen will display.
The Authorisation Required screen will display a list of Users that can authorise
the transaction by entering their Password.
Click the Show Details button to display the On Account Amount of this
transaction, the Customer's Credit Limit, and the percentage that this is being
exceeded by.
The transaction cannot be put "On Account" unless the authoriser's password is
entered.
87
Detailed information on fields: Payment screen

Transaction Total
Transaction
Total
The transaction total displays the total of the transaction lines

(including all applicable Payment Surcharge Fees) for the current
transaction.
It will display a negative amount if the sum of the Sale Lines is less
than the sum of the Return Lines.
If the transaction is a:
New Lay-By - it shows the Lay-By Deposit Amount
Lay-By Payment - it shows the Lay-By Payment Amount
Order - it shows the Order Deposit Amount
Account Payment - it shows the amount entered on the Account

Payment screen
The above four amounts can be modified by clicking the Payment

Amount button (this button is disabled for all other transaction
types).
Payment Type
Payment Type
Payment Types are defined in POS SMS for each station, and are
available as buttons on the Payment screen.
Select a Payment type by clicking on a button, or pressing the
associated function key. The Payment Detail screen will then be
displayed.
If the Transaction Total is positive, only Payment Types that

support Payments (as defined in POS SMS) will be shown.
If the Transaction Total is negative, only Payment Types that

support Refunds (as defined in POS SMS) will be shown.
Only EFT integrated payment methods are processed at the

time of adding.
Notes
Payment Summary
88
On Account is its own payment method.
If the POS Multi-Currency module has not been licensed, any

Payment Methods that are not Base Currency are disabled.
Payments
Payment
Summary
The Payment Summary grid displays a summary of payments

added to the transaction so far.
The atoperor can edit or remove an existing payment by rightclicking the line and selecting either Edit or Remove,
respectively.
EFT integrated payments can be viewed but not removed or

edited.
Values are negative when the sum of Sale Lines is less than the
sum of Return Lines (because quantity is negative).
The lines shown include any applicable Payment Surcharge

Fees.
If the POS Multi-Currency module has been licensed, and a

payment is made in Base Currency, the Currency field remains
blank. Otherwise, the value of the payment is displayed in its
Transaction Currency in the Currency column. For example, if
$100 AUD is received, and the Base Currency is USD, the
Currency column would display $100 and the Amount column
would display $85.77. (In this example, $85.77 is the
Transaction Currency amount converted to the Base Currency
amount at the current exchange rate).
Payment Total
Payment
Surcharge Fees
Displays the sum total of all Payment Surcharge Fees on the

current transaction. Read-only.
Tendered
The total of the payments so far, including Cash Outs. Read-only.

This is Negative when the sum of Sale Lines is less than the sum of
Return Lines (because quantity is negative).
Cash Rounding
Amount Due
The (read-only) value of any cash rounding that has been applied:
First, when a Cash Rounding Payment Method (Set in POS SMS)

is used as a final payment.
Second, when the Change / Cash Out value needs to be

rounded (set in POS SMS).
The Amount Due less the Amount Tendered, less any Cash
Rounding amount. Read-only.
Change / Cash Out

Change / Cash
Out
The Change plus the Cash Out to be given back to the customer.
Read-only.
Buttons
89
Payment
Amount
Re-opens the Lay-By Deposit, Lay-By Payment, Order Deposit or

Account Payment form so that the Transaction Total can be edited.
Complete
Applies the changes and navigates to the Transaction

Confirmation form.
If any payment methods require the cash drawer to be opened (set
in POS SMS), or there is Change / Cash Out, the till is opened.
Back
Navigates back to the Transaction form.
This button is disabled for Lay-By Payments, and Account

Payments.
This button is also disabled if any EFT integrated payments

have been made. This is because EFT transactions are
processed as they are added and cant be reversed. In this case
the sale must be completed. If a refund is required it is
processed as a separate transaction.
Detailed information on fields: Payment Detail screen

Payment
Payment
Method
The name of the current payment method.
Currency Code
The Currency Code Description, for the Currency Code associated

with the Payment Method.
Note: This field is only shown if the Multi-Currency module has
been licensed.
[Column
Headings]
The first column heading displays the selected Payment Method

Currency Code.
The second column heading displays the Base Currency Code.
Note: These column headings are only shown if the Multi-Currency
module has been licensed.
Exchange Rate
When a Payment Method has been selected with a Currency Code

that is different from the Base Currency Code, the first Exchange
Rate field is read-only and displays "1.00" (the number of decimal
places matches the Foreign Currency decimal precision). The
second Exchange Rate field is read-only and displays the current
exchange rate from the Foreign Currency to the Base Currency.
Note: This field is only shown if the Multi-Currency module has
been licensed.
90
Payments
Balance Due
The total remaining balance due to be paid or refunded on the

transaction, in the Transaction Currency. Read-only.
If the current Payment Method has cash rounding (based on a

setting in POS SMS), the Amount Due field shows the rounded
value.
No cash rounding is applied to the main Payment screen,

unless the Tendered amount exceeds the Amount Due when
OK is clicked.
The Balance Due value includes any Payment Surcharge Fee

amount applicable to the current Payment line.
Note: If the Multi-Currency module has been licensed and a foreign

currency Payment Method has been selected, the second Balance
Due field is read-only and it displays the balance remaining in the
Base Currency.
Amount
By default, the amount shown is the Balance Due minus any

Payment Surcharge Fee for the current Payment Line.
You can edit the amount to be paid/refunded using this payment
method.
If the current Payment Method has cash rounding set in POS SMS,
a validation exists to ensure this value is divisible by the rounding
factor.
When in payment mode, amounts are automatically changed to
positive values regardless of whether the operator enters a
negative symbol.
When in refund mode, amounts are automatically changed to
negative values regardless of whether the operator enters a
negative symbol.
Notes
If the Payment Method is a type of Plan Account, the

Amount field, which otherwise defaults to the Balance Due,
will take into account the Available Balance field.
If the Balance Due is greater than the Available Balance,

then Amount defaults to Available Balance, unless the
Available Balance is negative, in which case the Amount
defaults to 0. The Amount cannot be greater than the
Available Balance.
If the Balance Due is less than the Available Balance, then

the Amount field defaults to the Balance Due.
If the Multi-Currency module has been licensed and a foreign

currency Payment Method has been selected, the second
Amount field is read-only, and displays the Amount in the Base
Currency.
91
Cash Out
Available only for Payment Types that support Cash Out, as defined
for that Payment Type in POS SMS.
This field is read-only if the Payment Type does not allow Cash Out.
Note: Cash Out is not available for foreign currency Payment
Methods.
Payment
Surcharge Fee
The Payment Surcharge amount, calculated based on the Amount

and the Payment Surcharge Percentage defined for the
Payment Method in the current Branch in POS SMS. Read-only.
If no Payment Surcharge Fee exists, the field shows $0.00.
The field is automatically updated if the value in the Amount field
or Cash Out field is edited.
Tendered
The sum of the Amount, plus Cash Out, plus Payment

Surcharge Fee fields. Read-only.
Note: If the Multi-Currency module has been licensed and a foreign
currency Payment Method has been selected, the first Tendered
field is read-only, and displays the amount tendered in the foreign
currency. The second Tendered field is read-only, and displays the
Tendered amount in the Base Currency.
Plan Account
Balance
This read-only field shows the local Branch Plan Account balance for
the Customer on the transaction. The balance is shown for the Plan
Account related to the POS Payment Method.
Note: This field is only shown if the Loyalty and Payment Programs
Available
Balance
This read-only field shows the available balance for the customer at
the current time. The available balance is a calculated value that
takes into account any period restrictions that currently apply.
Available
Balance in
Currency
This read-only field shows the local Branch Plan Account balance for
the Customer on the transaction at the current time, converted into
the home currency.
The conversion is based on the Spend Conversion formula
defined in POS SMS.
module has been licensed, and if the Plan Account linked to the
current Payment Method has the Show Customer's Balance in
Currency in Payment Detail Screen check box selected on the
Plan Account Maintenance screen in POS SMS.
Additional Details
92
Payments
[Dynamically
labeled fields]
The labels next to the six additional fields dynamically change

based on the Payment Type. For example, the fields for a credit
card Payment Type might be:
- Name on Credit Card
- Account Number
- Expiration Date
Customised Payment Type fields can be configured in both

Epicor and POS SMS. Some fields may be marked as required.
Some fields may have an associated value list to select a value

from.
Buttons
Remove
(button)
OK
(button)
Click the Remove button to remove the Payment.
The Remove button is only enabled if the Payment that has

already been added to the payment summary grid (i.e. the
payment is being edited).
This button is always disabled for EFT integrated transactions.
Click OK to add the payment to the Payment screen.

Integrated EFT transactions are processed (connects to the bank)
at this point and are only added to the Payment screen if the
transaction is successful.
93
Epicor Integration of Payments

When a transaction or payment is created in Epicor POS it is integrated to Epicor.
All Positive Receipts

Epicor Transaction
Cash Receipt
Epicor 7 Status
Unposted
Epicor 9 Status
Posted
When the transaction flows into Epicor Enterprise, the Cash Sales Account setup in POS
SMS for this branch is used on Cash Sales, and the Customer Account on transactions
where it has been provided.
All Negative Receipts

Epicor Transaction
Invoice
Epicor 7 Status
Unposted
Epicor 9 Status
Posted
When the transaction flows into Epicor Enterprise, the Customer Account is used on
transactions where it has been provided, and the Float Reimbursement Account setup in
POS SMS for this branch is used for other negative transactions.
Store Credit
Store Credit (stock returned)
Epicor Transaction
Credit Return
Epicor 7 Status
Received, Ready/Posting
Epicor 9 Status
Store Credit issued

Epicor Enterprise
Transaction
AR Invoice
Epicor 7 Status
Unposted
Epicor 9 Status
Posted
Store Credit spent

Epicor Transaction
AR Credit Memo
Epicor 7 Status
Unposted
Epicor 9 Status
Posted
94
Payments
When the transaction eventually flows into Epicor, the Store Credit Account setup in POS
SMS for this branch is used.
95
Making a Payment
Keyboard
The Payment screen allows the operator to view or enter payments against the current
transaction on the Main screen.
Some Payment Methods incur a Payment Surcharge Fee. The customer needs to be
informed of this when making a payment that will incur a Payment Surcharge Fee.
Make a Payment on a transaction

1. Navigate to the Payment screen by pressing F2 at the Main Screen.
2. Press a function key corresponding to the Payment Type (or click a Payment Type
button).
3. On the Payment Detail screen, type an Amount and press F2 (or click OK).
The amount you type can be less than or more than the Transaction Total. If it is
more than the Transaction Total, and the Payment Type allows Change, the
Change will be automatically calculated and displayed on the Payment screen.
If the Amount is less than the Transaction Total, one or more additional payment
methods can be used (if split payments are permitted) to complete the payment for
the transaction. In the case of an AR Customer, it can be put On Account.
4. After all Payments have been entered, click Complete, or press F2, at the
Payment screen to complete the transaction. At this point, if the Payment Total is
less than the Transaction Total:
and the Customer has an AR account, the remaining amount can be put on the
Customers Account. The prompt for this will have save / confirm (hot-key F2)
and a cancel (hot-key ESC) button.
and the Customer has a Customer Type that has Cash Sales only ticked, the
transaction cannot be completed until the remaining amount has been paid.
Even if the Customer has an AR account, they will not be permitted to put the
remainder on account.
and the sale is a cash sale, the transaction cannot be completed until the
remaining amount on the transaction has been paid.
5. Click Yes or press F2 to dismiss the Complete Transaction? prompt.

Notes
The Display Transaction Complete Confirmation setting (on the Station

Layout screen) in POS SMS must be enabled, in order for the Confirmation
If the Payment Method allows cash change or Cash Out, and the transaction
amount tendered is greater than the transaction total, a screen will appear - after
the sale has completed - displaying the amount that should be removed from the
till and handed to the Customer.
The Change and Cash Out screen will only appear if the Station Layout used by
this Station has been configured in POS SMS to Show the Last Sale Change
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Amount.
If Loyalty and Payment Programs is licensed, and if the Payment Type is

Plan Account, you will be prompted to enter the Customer Code, if this has not
been done.
Make a Payment, using a Payment Method that incurs a Payment

Surcharge Fee
This procedure provides an example of a payment using a payment method that incurs a
Payment Surcharge Fee.
1. Navigate to the Payment screen by pressing F2 at the Main Screen.
2. Press a function key corresponding to the Payment Type (or click a Payment Type
button). In this instance, a Payment Method that incurs a Payment Surcharge Fee is
selected.
A confirmation message is displayed, to inform the Station operator that the
selected payment method will incur a Payment Surcharge Fee. The Fee Amount is
shown, as well as the New Transaction Total (the Fee Amount plus the Transaction
Total),
3. Click Yes to confirm.
On the Payment Detail screen, the Payment Surcharge Fee field shows the fee
amount, and the Balance Due field shows the New Transaction Total.
4. Click OK to save and close the form and return to the Payment screen.
Or:
Type an Amount and press F2 (or click OK). For the purpose of this example, the
operator enters an Amount which is less than the Balance Due.
A confirmation message is displayed. It shows the recalculated Fee Amount, as well
as the recalculated New Transaction Total. (Bear in mind that the calculation is
based on the Payment Surcharge % setting in POS SMS.)
5. Click Yes to continue.
On the Payment screen, the Transaction Total field shows the new Transaction
Total, which includes the Payment Surcharge fee, as applied. Also updated are:
The Tendered field, and
The Payment Surcharge Fee field.
6. In this example, the customer wants to pay the remaining balance with cash, so
click the Cash button.
The Payment Detail screen is displayed. No confirmation message is displayed, as
the Cash Payment Method does not have a payment surcharge configured.
7. After all Payments have been entered, click Complete, or press F2, at the
Payment screen to complete the transaction.
8. Click Yes or press F2 to confirm.
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Remove a Payment from the Payment screen

1. In the Payment Summary section of the Payment screen, right-click the payment
to be removed.
2. Click Remove.
The payment will be removed from transaction.
Notes
An EFT integrated transaction cannot be removed from a transaction after the

transaction has passed through to the bank.
A payment surcharge fee is part of a payment and will be removed along with the
payment.
Reprocess a failed EFT transaction

A power failure could occur while an EFT transaction is being processed, and before the
POS transaction has completed and been saved to the database. When POS Station
powers back on, the last EFT event will be sent to the printer. This will confirm whether
the EFT transaction completed before the power failure. If this has been successful, but
the transaction has not been saved in POS, a non-EFT Integrated Payment Method (as
configured in POS SMS) should be used to reprocess the transaction.
1. Process the sale again, but instead of using the EFT Integrated method, use a nonEFT integrated payment method to reprocess the transaction.
The sales transaction will now be processed by POS and integrated to back office,
but the amount will not be processed from the Customer's bank account a second
time.
2. Hand the customer their POS receipt, which they will have in addition to their EFT
receipt.
User Security
Unlimited - a User can exceed a Customers Credit Limit by any amount
Limited by a percentage - a User can exceed the Customer Credit Limit provided it
only exceeds the Credit Limit by the percentage specified.
If the logged in User does not have sufficient authorisation to exceed the Customers'
The Authorisation screen will display a list of Users that can authorise the transaction
by entering their Password.
Click the Show Details button to display the 'On Account' Amount of this
transaction, the Customers Credit Limit, and the percentage that this is being
exceeded by.
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The transaction cannot be put 'On Account' unless the authoriser's password is
entered.
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Third Party Gift/Loyalty Payment

If Third Party Loyalty is enabled (via POS SMS) then the POS Operator can process
payments using either a Gift and/or Loyalty Card (dependent on which services have
been agreed with the provider).
A payment button specifically for Gift and/or Loyalty card payments will have been
configured on the Payment screen, the same as for any other payment method. When
this button is pressed the POS Operator is prompted to scan the card. Either Loyalty or
Gift card can be scanned here and the provider's server recognises whether the scanned
card is a Gift Card or a Loyalty Card.
Once the card has been scanned the provider's server is contacted, POS Station receives
the card data from the provider's server and displays the data on screen in a Confirm
payment amount dialog. This dialog displays the monetary balance on the card, and the
amount of the current transaction. The POS Station Operator can edit the amount to be
taken from the card if necessary, (customer may want to only partially pay with this
card), and then commit the details by clicking OK.
When the Confirm payment amount dialog has been closed the final amount accepted on
the card is added to the Payment screen in POS Station. If there is still an Amount Due
for the transaction then another payment method can be selected to complete the
payment.
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Processing an EFT Payment

Keyboard
EFT (Electronic Funds Transfer) is a Payment Method that transfers money directly from
the customer's bank account to pay for the transaction.
Epicor POS allows a Payment Method to be configured as EFT integrated. This means
that the payment amount is automatically populated onto the EFT PIN pad of the Eftpos
device. This improves accuracy by eliminating potential input errors. The response from
the bank is communicated to POS and handled by the application. For example, if the
amount is declined by the bank, POS will not accept the payment.
If a Payment Method has not been set up as integrated, the operator will be required to
manually enter the transaction amount into the Eftpos device PIN pad.
Notes
EFT integration options are configured on the EFT Integration tab on the
Options screen.
POS does not currently support Void transactions for integrated EFT. However, If
Heartland has been configured as the payment processor on the Options
screen, transactions containing an EFT Payment Method can be voided, provided
they have not been processed by the bank (which happens automatically when
the shift is closed). When a Void transaction is initialised (i.e. the operator clicks
Void on the retrieved transaction screen), POS calls the Swipe screen on the
Ingenico device. When POS receives the card number, it passes it to the
Heartland system to process the Void transaction.
For more information about the Heartland EFT service and Ingenico Eftpos
devices, please refer to the Heartland and Ingenico user guides and other relevant
documentation.
Make a Payment with an EFT Integrated Payment Method

1. At the payment screen, select the EFT Payment Method by pressing the associated
function key.
The Payment Detail screen is displayed.
2. Change the Amount to be paid by EFT (this does not have to be the entire amount
of the sale).
Or:
Type in an amount in the Cash Out field, if the customer wishes to withdraw
additional funds from their bank account. The Cash Out amount will be restricted by
the minimum and maximum amount defined for Cash Out on that Payment Method
in POS SMS.
3. Press F2 to save the Payment Details.
The EFT Integration software will display a prompt, requesting that the card be
swiped. The card can be swiped by either of the following methods:
using an EFT PIN pad
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via a keyboard with a built-in EFT Reader
4. To complete the EFT payment, follow the prompts displayed on the POS Station
screen or the Eftpos device screen.
At the completion of the sale, a Cash Out screen is displayed (see also the Notes,
below), showing the amount that is required to be removed from the till and handed
to the customer (if the customer chose Cash Out on the EFT transaction).
Notes
The Change and Cash Out screen will only display if the Station Layout used by
Amount. If the Station Layout does not have this setting enabled, the Change
and Cash Out screen will not display.
If the EFT transaction is declined by the bank, the customer will be required to
use an alternative payment method.
An EFT-integrated transaction cannot be removed from a transaction after the

transaction has gone through to the bank.
Reprocess a Payment that has been interrupted by a power failure

Sometimes an EFT transaction is processed, but then a power failure occurs before the
POS transaction has completed, i.e. before it has been saved to the database.
When POS Station powers back on, the last EFT event will be sent to the printer. This will
confirm whether the EFT transaction completed before the power failure. If this has been
successful, but the transaction has not been saved in POS, you should follow the
instructions below.
Process the sale again, but instead of using the EFT Integrated method, use the EFT
non-integrated payment method (this is configured in POS SMS).
This will ensure the following:
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The sales transaction will be processed by POS and integrated to eBO.
The customer will have a POS receipt and the original POS receipt
The amount will have been processed only once from the customer's bank
account.
Payments
About Store Credits

Keyboard
On the payment screen, press the Store Credit Payment Method function key.
Store Credits are a Payment Method that can be used as a method of refund, or
redeemed as a method of payment. Store Credit payment methods are created,
configured, assigned a Payment Fast Key, and assigned to at Branch level in POS SMS.
Issuing and Spending Store Credits

When a Store Credit is issued, an Expiry Date is calculated based on the current date
plus the number of days defined in POS SMS on the Payment Method. If a Store Credit
with an expired date is used as payment, this is subject to the Expired Store Credit
Account authorisation.
A Store Credit issued at one Branch is replicated to other Branches so that it can be
redeemed at a Branch other than issuing Branch. However, it is possible that a Customer
may present for payment a Store Credit that does not exist on the database of a
particular Branch, because the Store Credit has not been synchronised to that Branch
database yet. To allow for this, POS SMS has a setting that can be enabled that allows
Unsynchronised Store Credits to be processed. These are subject to authorisation (see
below) and also validation checking such as check digit validation to ensure that the
Store Credit is genuine.
When Store Credit is issued, the identifier assigned to the Store Credit is automatically
generated and displayed on the screen. If, at this point, the User chooses to cancel out
of the screen, the generated number will not be used again. That is, if the User
immediately returns to the Refund Detail screen, a new number will be generated. It is
therefore possible for Store Credit numbers to have "gaps" in their ID number sequence.
User Security
Expired Store Credit Account authorisation
The Expired Store Credit Account authorisation can be set to:
Unlimited - a User can process a Store Credit even if it has expired.
Limited by amount - a User can process an expired Store Credit up to a specified

amount. If the amount is exceeded authorisation is required and an Authorisation
can authorise using the expired Store Credit by entering their Password. The Store
Credit will not be accepted unless an authoriser's password is entered.
Unsynchronised Store Credit Amount authorisation

The Unsynchronised Store Credit Amount authorisation can be set to:
Unlimited - a User can process an unsynchronised Store Credit of any amount.
Limited by amount - a User can process an unsynchronised Store Credit up to a

specified amount. If the amount is exceeded, authorisation is required and an
Authorisation Required screen will display. The Authorisation screen will display a
list of Users that can authorise the transaction by entering their Password. The Store
Credit will not be accepted unless an authoriser's password is entered.
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About Payment Surcharge Fees

In POS SMS, a payment method can be configured to attract a surcharge fee when a
payment is made using that payment method.
The Payment Surcharge % setting in POS SMS determines what percentage surcharge
will be added to a transaction in POS Station, if payment is made using a payment
method that incurs a payment surcharge fee.
A payment surcharge fee is typically applied to payment methods that involve high-fee
credit cards, thus allowing the retailer to pass on to the consumer the high merchant
fees of such cards.
When a payment surcharge fee is about to be applied when the customer is making a
payment, the Station operator is warned by a confirmation message that the selected
Payment Method will incur a Payment Surcharge Fee. The operator can then inform the
customer, allowing the customer to decide whether to proceed with the transaction or
select a different payment method.
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Issuing and Spending Store Credits

Keyboard
On the payment screen, press the Store Credit Payment Method function key.
A Store Credit payment can be issued or spent.

Note: A sale that contains Store Credits can be voided, whether or not the store
credits have been spent.
Issue a Store Credit

1. Create a Return Sales transaction, and press F2 to view the Payment Details
screen.
2. Press the function key for the Store Credit Payment Method.
3. The Refund Detail screen will display. The Store Credit number is automatically
generated.
4. Type in a Name for the Store Credit.
5. The Amount will default to the total amount owing on the transaction. Change this
if required.
6. Press F2 to return to the Payment screen.
7. Press F2 to complete the transaction.
8. The transaction docket will print as per normal, and a Store Credit voucher will also
be printed.
Spend a Store Credit

1. Create a transaction that requires a payment, e.g. a sale.
2. Press F2 to go to the + screen.
3. Press the fast key for the Store Credit Payment Method.
4. Type in the Store Credit Number, or click the search icon to search and select the
Store Credit.
5. Press F2 to continue. At this point the Store Credit will be validated, and an
authorisation pop up may appear if the store credit has expired, or is a store credit
issued at another branch that has not been synchronised as yet (see Authorisations
below).
6. If the Store Credit amount is greater than the amount remaining on the transaction,
the User can choose to either:
Issue Another Store Credit
Give change
Forfeit Remainder
7. Press F2 to continue.
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8. Press F2 to complete the transaction.
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Payments
Store Credit Search

Keyboard
Payment screen > Store Credit Payment Method function key > Store Credit search icon.
Search for an Issued Store Credit

1. To display all Store Credits, leave the Criteria section blank and press Enter, or click
the Search button.
results list.
4. To narrow down the search results, use the Criteria fields.
5. The Branch and Status fields will default to the current Branch and status of
Issued.
6. Type in the Number if the Customer has provided a docket.
7. Type in the Customer Name in the Issued to field (or use partial name and % for
wild card searching).
8. Type in the Amount to display all Store Credits that match this amount.
9. To select the required Store Credit:
use the keyboard Up and Down arrow keys, highlight the required line, press F2
(or tab to the OK button and press Enter)
10. If the Store Credit amount is greater than the amount required to pay for the
current transaction, a pop up screen will display, and the User will be given the
option to either:
Issue Another Store Credit
Give change
Forfeit Remainder
11. The Store Credit details will be returned to the Payment Detail screen, and the
transaction can be completed as per normal.
Description of fields on the screen: Store Credits Search

Number
The unique identifier of the Store Credit. This is comprised of:
Store Credit prefix (configured in POS SMS)
Branch Code
Sequential number
Check digit - calculated number based on a complex

algorithm for security purposes.
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Status
The Store Credit Search will always display Issued Store Credits.
Valid values for the status are:
Issued
Spent
Void
Issued To
The name that was entered on the Store Credit when it was
issued.
Amount
The amount of the Store Credit.
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Payments
About Multi-Currency Payments

If the POS Multi-Currency module has been licensed, POS Station transactions provide
support for payments in multiple currencies. This feature offers customers the
convenience of immediate, dynamic currency conversion, so they know exactly how
much their purchases cost in their own currency, right at the point of purchase.
Multi-Currency settings are configured in POS SMS. Exchange rates and currency codes
are integrated from Epicor to POS by means of the Integration Manager functionality in
POS SMS. Currency codes represent all currencies that are available in Epicor.
Base Currency and Transaction Currency

The Base Currency (called the Home Currency in Epicor 7) is the primary currency used
by a company. It is used for reporting purposes and for creating most of the accounting
transactions. Each company can have only one Base Currency.
The Transaction Currency is the currency used on a specific document/record in order to
conduct business on the record. Transactional currencies are used to create records for
external transactions with customers, and internal transactions with plants/companies. If
a valid Transaction Currency cannot be identified for a transaction, the Base Currency is
used as a default currency.
All values displayed in POS Station are displayed in the Base Currency, with MultiCurrency payments being converted to the Base Currency value.
Multi-Currency features in POS Station

Accepting Multi-Currency Payments
All values displayed on the main POS Station screen are in Base Currency.
Some Multi-Currency Payment Methods may not permit refunds (for example,
Traveller's Cheques). This is determined in POS SMS at Central level when defining
the Payment Method.
If a payment method does not have a Currency Code assigned, POS will default the
Currency Code to the Base Currency Code.
Station Float
The POS Station float is in the Base Currency. Multi-Currency does not support a
float in a foreign currency, or offer denomination tracking in a foreign currency.
Change and Cash Out
POS does not support change being given to a Customer in a currency other than the
Base Currency.
Cash Out and Paid Out are not available for foreign currency Payment Methods.
Refunding Multi-Currency Payments
A customer who pays part/all of a sale using Multi-Currency, does not need to be
refunded in the same currency/currencies. However, Multi-Currency does support
foreign currency refunds. For example: A $600 POS sale was paid using USD$200
and AUD$300; however, when it is refunded it could be refunded as AUD$600.
Some Multi-Currency Payment Methods may not permit refunds (e.g. Traveller's
Cheques). This is determined in POS SMS at Central level when defining the Payment
Method.
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About Promotions
The POS Promotions feature allows promotional deals to be defined in POS SMS. There
are several different types of Deal, such as percentage-off, dollar value off, fixed bundle
price, and buy x get y deals.
Configuring Promotions in POS SMS

The POS Administrator uses POS SMS to define Deals and to assign one or more Deals to
a Campaign. A Deal must be assigned to a Campaign, in order to be valid. The same
Deal can be assigned to multiple Campaigns, and a Campaign can have many different
Deals assigned to it.
Promotion Codes
A Deal can be configured to require a Promotion Code. If a Deal is configured to require
a Promotion Code, the Station operator must enter the Code in POS Station in order for
the customer to receive the deal pricing.
As part of the process of defining a Deal, the POS Administrator can configure the Deal
to require a Promotion Code in POS Station. Promotion Codes are configured in POS SMS
Workbench on the Promotion Code tab of the Deal Maintenance screen. If the check
box against Promotion Code Required to Activate Deal is selected on this tab, a
Promotion Code must be defined in POS SMS for the Deal concerned.
In POS Station, the Promotion Code Entry dialogue box will automatically prompt the
Station operator to enter a Promotion Code, if it is required. A Promotion Code Fast
Action key provides another means of entering a Promotion Code in POS Station. The
Promotion Code Entry dialogue box can also be opened manually by clicking
Promotion Code on the Transaction menu.
Important
The Promotion Code must match a Promotion Code from an active Deal.
If multiple Promotion Codes have been saved for an uncompleted transaction, the
View all Promotion Codes for Transaction button enables the Station operator
to view a list of Promotion Codes that have been entered for the current
transaction.
Information messages relating to Promotions

While a Station operator is processing a Payment, various information messages relating
to Promotions can be triggered. This section explains the conditions under which these
various messages are displayed.
The Deal being processed requires a Promotion Code
If the current Deal which is being processed at the Station requires a Promotion Code,
the Promotion Code Entry dialogue box will open automatically, stating: "Deal [Deal
Description] requires a Promotion Code to be entered".
The Station operator must enter a valid Promotion Code.
The Station operator wants to manually enter a Promotion Code
The Station operator clicks the Promotion Code on the Transaction menu. The
Promotion Code Entry dialogue box will open. It will not state that a Promotion Code
must be entered. Only the Enter Promotion Code text box will be displayed.
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Note
Although the Promotion Code is required in the Promotion Code Entry dialogue box,
it is not required in order to complete a transaction.
A Promotion Code Fast Action key triggers Promotion Code entry
If a Promotion Code has not been included on the Fast Action in POS SMS, and the
Station operator initialises the Fast Action in POS Station, the Promotion Code Entry
dialogue box automatically opens.
The Station operator must enter a valid Promotion Code.
A Promotion Code relates to more than one active Deal
If the Station operator enters a Promotion Code that relates to more than one active
Deal, the Multiple Deals - Select dialogue box is displayed. It informs the operator as
follows: "Multiple Deals found for the entered Promotion Code - [CODE]. Please select
which Deal to apply."
A list of all active Deals that the entered Promotion Code relates to is displayed, and the
Station operator must select one.
The Maximum Number of Deals setting is exceeded
In POS SMS a Buy x Get y deal can be configured to allow a Deal to be applied no more
than a certain number of times to the same transaction.
When the Deal has been applied the maximum number of times in POS Station, and the
trigger is met again for a valid, active deal that will apply to the current customer, the
Station operator will be prompted by the Maximum number of Deals dialogue box as
follows: "Deal [Deal Description] has been applied the maximum number of times on this
transaction. The Deal will not be applied again on this transaction." When the operator
clicks OK, the Deal pricing will not be applied again on this transaction for the same
Deal.
Deleting an item from a Buy x Get y Deal

In order to achieve a Buy x Get y Deal, a customer must buy a specified quantity or
spend over a set amount.
Note
The items that qualify for a Buy x Get y Deal are termed Deal Qualifying Items and
the items that actually trigger the deal on a transaction are termed Transaction
Qualifying Items.
If the Station operator attempts to delete a Qualifying Item for a Deal (i.e. the "buy x"
items that made up the deal) the Delete Deal Qualifier dialogue box is displayed,
which warns:
"You are about to delete an item that is a Qualifying Item for Deal [Deal
Description]. If you delete the item the Deal will no longer apply. Are you sure you
want to delete the item?"
Changing the Price of a Transaction Qualifying Item

If the transaction line price is changed on a Qualifying Item, it is possible that the Deal
might no longer apply after the price change. A price change can occur as a result of any
of the following:
A manually applied discount or a manual price change to the header or line.
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Modifying the Customer on the transaction.
Opening a saved Quote where the user selects to update pricing.
If the Deal no longer applies after the price change, the Deal Revoked message box is
displayed, which warns:
"Warning! Deal [Deal Description] has been revoked due to the price change."
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Transaction Menu
New Menu
Sale
About Sales Transactions
A Sales transaction can have any combination of the following line types:
Sale - a Sale line is where an item is purchased and shipped (i.e. goods taken) at
the time of transaction.
Order - an Order line is for items that are requested but will be shipped at a later
date (no payment, part payment i.e. deposit, or full payment may be tendered at
time of transaction).
Return - a Return line is the reverse of a sale line, so instead of being shipped, it is
being returned to stock (normally to obtain a refund, but not always, this depends on
the business processes in place at an organisation).
Epicor POS Transaction Model: Sales or Return Line = Order + Shipment +

Payment
Epicor POS Transaction Model: Order Line = Order + Payment
Sale and Return Lines
A Sale can have a combination of positive and negative lines. Positive lines are
referred to as Sale lines, and negative lines are referred to as Return lines. Sales that
contain a mixture of Sale and Return lines may be referred to as an Exchange.
If the sum of the Sale lines is greater than the sum of the Return lines, the Sale is
referred to as a Sale. If the sum of the Return lines is greater than the sum of the
Sale lines, the Sale is referred to as a Return.
The Shipment Component is automated for Sale lines, in that the entire Order is
shipped and can not be edited by the operator.
If a Sales Transaction does not have any Order lines, the Shipment screen will not
display, as all lines will be implicitly shipped.
If a Sales Transaction does have Order lines, the Shipment screen will display. All
Sales lines will display on this screen as fully Shipped and cannot be edited on this
screen.
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The Payment total is equal to the total of all Sales lines (less Return lines), in
addition to the Order Deposit required on any Order Lines..
Payment at the time of transaction is normally required by all Customers. However,

some Customers can put amounts owing On Account, provided that they have:
an Account in Epicor > Accounts Receivable (AR)
their POS Account has a Customer Type that is not flagged as a 'Cash Sales Only'
account (if they are flagged with 'Cash Sales Only' it means that they must
provide full payment at the time of sale).
Order Lines
An item on Order is normally not shipped initially, however it can be partially

shipped.
An Order cannot be fully shipped when initially created, as this is the same thing as a
Sale, so the Line Type should be changed to a Sale if full shipment is required.
An Order can be partially shipped, or fully shipped in one of more subsequent

shipments.
Order Deposits are not permitted to be put On Account, these must be paid at the
time of the transaction.
If a Sales transaction is created with a combination of Order, Sales and Return lines,
the Shipment screen will display all lines, but the only editable lines will be the Order
lines.
The transaction total for Sales transactions is calculated using the deposit required
on the Order Lines (the deposit percentage is based on the Customer Type of the
POS Account), plus any items shipped (this includes order lines partially shipped, and
sales lines), less any amounts on Return lines.
Epicor Integration of an Order

When a transaction or payment is created in POS it is integrated to Epicor.
Epicor Transaction
Sales Order
Epicor Status
Unshipped, New
Epicor Integration of a Sales transaction

Cash Sale
Epicor Transaction
Sales Order
Epicor Status
Shipped, Ready/Posting
When the transaction eventually flows into Epicor, and the Customer Code on the
transaction is blank the Cash Sales Account setup in POS SMS for this branch is used.
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Transaction Menu
Customer Sale
Epicor Transaction
Sales Order
Epicor Status
When the transaction eventually flows into Epicor and the Customer Code on the
transaction is:
A POS Customer who is not an AR Account Customer, the Cash Sales Account
setup in POS SMS for this branch, transaction type and Customer Type is used.
A POS Customer who is an AR Account customer, the Customer Code will be

used.
A POS Customer who is an AR Account customer that has at least one ShipTo, then a Ship-To must be selected and the Ship-To Code and Customer Code will
be used.
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Create a Sales Transaction
Mouse
Transaction Menu > New > Sale
OR: Transaction Menu > Convert To > Sale
Keyboard
Press Shift+F1
OR: Press Alt+T, N, S
A Sale is the most common transaction type in Epicor POS. Sales transactions can be
either:
A Cash Sale - a Customer Code is not required, and the transaction is paid for at the
time of sale; or
An Account Sale - a Customer Code is entered, and the sale is either paid for at the
time of sale, or can be put On Account.
A Sales transaction can have any combination of the following line types:
Sale - a Sale line is where an item is purchased and shipped (i.e. goods taken) at
the time of transaction.
Order - an Order line is for items that are requested but will be shipped at a later
date (no payment, part payment i.e. deposit, or full payment may be tendered at
time of transaction).
Return - a Return line is the reverse of a sale line, so instead of being shipped, it is
being returned to stock (normally to obtain a refund, but not always, as this depends
on the business processes in place at the organisation concerned).
Notes
If a sale transaction contains a Plan Purchase Item or a Plan Account Accrual Item
and there is no customer specified on the transaction, you will be prompted to
enter the Customer Code, if the Prompt for Customer before Payment Screen
setting has been selected in POS SMS.
Create a Cash Sales transaction

1. Ensure that the Transaction Type in the header of the screen is Sale. If not, use
the menu navigation or keyboard shortcut to change the Transaction Type.
2. Leave the Customer Code blank for a Cash Sales transaction.
3. Press F3 to go to the Items Grid (the cursor may default to the Item Grid,
depending on SMS settings at your site).
4. Add items to the sale by one of the following methods:
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scan the Barcode of the item
use Fast Keys
right-click an item line, select Add Inventory Item, then search and select the
required item(s)
Transaction Menu
select Add Inventory Item from the Lines menu, and then search and select
the required item(s)
5. The Quantity and UOM values can be edited directly on the screen (subject to
configuration settings in POS SMS).
6. Quantity, UOM and also other attributes of the item (e.g. Discount, Price, Tax
Code, Line Type) can be edited on the Transaction Detail screen, as follows:
right-click the line, and then click Edit

Or:
7. Details in the transaction header can be changed if required, e.g. Discount,

Contact/Delivery details, Salesperson, etc.
8. Click Save, or press F2. The Payment screen is displayed.
Notes
If no Customer Code has been entered on the transaction when the Save
[F2] button is pressed on the main transaction screen, you will be prompted
to enter the Customer Code, if the Prompt for Customer before Payment
Screen setting has been selected in POS SMS.
If the transaction type requires a customer, click Enter Customer and enter
the Customer Code.
If the transaction type does not require a customer, click the Proceed without
Customer button, which will be enabled for this transaction type.
Select a Payment Method, type in the Amount tendered, and then press F2.
Notes
The Payment Summary displays the Amount paid.
A sale can be paid for using more than one Payment Method. Select another
Payment Type, if required (e.g. Cash or Credit Card), and process that
payment.
If the amount Tendered is greater than or equal to the Transaction Total,

the transaction can be completed.
10. Click Complete or press F2.

Note: If the Customer requires Change or has a Cash Out amount, this is
displayed at the bottom right of the Payment screen.
11. Click Yes, or press F2, to dismiss the Confirmation screen.
Notes

If there is cash Change due to the Customer, the Cash Drawer will open.
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13. If an amount is due to the Customer, and if this setting has been enabled in POS
SMS, the Change and Cash Out screen is displayed. Click OK after the Total
amount has been handed to the Customer.
Notes
A Cash Sales transaction cannot be put On Account as a Customer Code has

not been provided.
If an Order line is added to the Sales transaction, the Customer Code will
become a required field.
Create an Account Sales transaction

1. Type in a Customer code, search for a Customer code, or leave the customer code
blank for a Cash Sales transaction.
2. Press F3 to go to the Items Grid (the cursor may default to the Item Grid depending
on SMS settings at your site).
3. Add items to the sale, by either:
scanning the Barcode of the item
using Fast Keys
right click on a item line, select Add Inventory Item, then search and select
select Add Inventory Item from the Lines menu and search and select the
required item(s)
4. The Quantity and UOM can be edited directly on the screen (subject to
configuration settings in SMS).
5. Quantity, UOM and also other attributes of the item (eg. Discount, Price, Tax
Code, Line Type) can be edited on the Transaction Detail screen, which is accessed
by either:
right-clicking the line, select Edit Line
double-clicking the line
6. Details in the transaction header can be changed if required eg. Discount,

Contact/Delivery details, Salesperson, etc.
7. Press F2 to save.
The Payment screen is displayed.
8. At this point the Customer can choose to either:
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pay for the transaction now (go to step 9, below), or
put the Transaction Total on Account (see the Notes, below) (go to step 16,
below)
Transaction Menu
Notes
Customers can put sales transactions On Account provided the following conditions
are met:
The Customer Account has a Status of Active (if the Status is No New
Business, only Account Payments will be accepted using this Account).
The AR Account check box is selected, i.e. the Account exists in Epicor Accounts
Receivable (AR).
The Cash Sales Only check box is cleared. If the Cash Sales Only check box is
selected, the Customer will be required to make full payment (using any of the
available Payment Methods) at the time of the sale.
The total amount of the sale (plus pending transactions) does not cause the
Customer's Account Balance to exceed their specified Credit Limit in Epicor AR.
Process Payment of the Transaction (full or partial)

9. (Continued from previous procedure.) Select a Payment Method, type in the
Amount tendered, and press F2.
10. The Payment Summary will display the Amount paid.
11. A sale can be paid for using more than one Payment Method. Select another
Payment Method if required (e.g. Cash and Credit Card) and process that payment.
12. Click Complete or press F2.
13. If the amount Tendered is less than the Transaction Total, the remainder can be
put On Account. A warning message is displayed to request confirmation: click OK
to continue.
14. Click Yes, or press F2, to dismiss the Confirmation screen and complete the
transaction.
Notes

If the Customer requires Change or has a Cash Out amount, this is displayed
at the bottom right of the Payment screen.
15. If an amount is due to the Customer, and if this setting has been enabled in POS
SMS, the Change and Cash Out screen is displayed. Click OK after the Total
amount has been handed to the Customer.
Put the Transaction Total on Account

16. (Continued.) If the total amount of the Transaction is to be put on the Customer's
Account, click Complete or press F2 on the Payment screen.
17. Click Yes or press F2 to dismiss the Confirmation screen and complete the
transaction.
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Note
If the Display Transaction Complete Confirmation setting (on the Station

Layout screen) in POS SMS has not been enabled, the Confirmation screen is
not displayed.
For a Customer Sale, fields marked as required will vary depending on the
Customer Type of a Customer.
User Security
Process Sale permission
The Process Sale permission is required to be able to process Sales transactions in POS
Station. Without this permission the New > Sale menu option, and Lines > Add
Inventory Item menu option are visible but disabled ('greyed out'), and therefore not
selectable, and Fast Keys will not be displayed.
Process Return permission
The Process Return permission is required to be able to process Return lines on Sales
transactions in POS Station. Without this permission the Lines > Add Inventory Return
Line menu option is visible but disabled ('greyed out'), and therefore not selectable, and
the Line Type in the Transaction Line Detail screen cannot be changed to Return.
Process Order permission
The Process Order permission is required to be able to create and retrieve Sales
transactions containing Order lines in POS Station.
Sell Items From Other Locations permission
The Sell Items From Other Locations permission is required to be able to sell items
from another location in POS Station.
View Inventory Item Location Details permission
The View Inventory Item Location Details permission is required to view location details
of an Inventory Item in the searches.
UDFs
Prompts for values for User Defined Fields associated with this operation would be
presented.
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Transaction Menu
Create an Order
Mouse
Transaction Menu > New > Sale
Keyboard
Press Shift+F1
OR: Press Alt+T, N, S
A Sales transaction can have Order lines or Sale lines. A Sales transaction that only
contains Order lines can be referred to as an Order.
Order Lines can be entered in the POS Main screen which is set to create a Sales
Transaction by right-clicking a line in the main grid and selecting Add > Inventory
Item - Order from the shortcut menu.
An Order reflects occasions where a sale is desired for items that the purchaser
cannot physically receive at the time for logistical reasons.
Orders resemble a sale, except that an order is separated into more than one
transaction component. Each complete order consists of:
Order (main header transaction)
One or more Order Shipment transactions
Order shipments contain shipment details for item quantities that are not shipped by
the governing order. The Order Shipment Transaction can only be created once an
Order (main header transaction) is created as they require a governing order context
to be selected before Order Shipment functionality can be triggered.
All Order shipments are associated with an Order (main header transaction).
An Order (main header transaction) can contain shipments for all but one item
quantity of its associated Unit of Measure (UOM). Its "shipment remainder" must be
separately managed by subsequent Order Shipments.
During the creation of an Order (main header transaction), the Shipment Component
can be skipped and left empty. Doing so reflects occasions where none of the items
within the order are given to the purchaser at the time of the order's creation.
The Payment Component for an order (main header transaction) defaults to the
minimum Order Deposit specified in POS SMS (Central > Branch Maintenance>
Customer Types > Transaction Settings). If no deposit is required, no Payment
Component is included in this transaction. Outstanding payments associated with
items can be resolved by retrieving the transaction and using the Payment button or
by doing subsequent shipments via the Shipment button. Settings in POS SMS
(Reference Lists > Order Line Close reasons) detail the policy the company adopts
for deposit refunds.
The Order Deposit cannot be put on account.
A Payment on an Order cannot be put on account.
Committed Orders that are retrieved will trigger the main screen to display an
options section reserved for order shipments and/or further order payments. This
section replaces the area typically reserved for Fast Keys and resembles the figure
below.
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Full payment of an Order is not required at the time of placing the Order. A deposit on
the goods ordered can be processed, and the minimum deposit will be automatically
calculated according to the deposit percentage defined on the Customer Type on the
Customer Account used for this transaction.
An Order cannot be fully shipped on the initial transaction (otherwise this should be a
sale line), but a line can be partially shipped e.g. 10 items are ordered, and 3 are
shipped now, and the rest at a later date.
Orders can be cancelled, one or more subsequent Shipments of an Order, and one or
more subsequent payments on an Order re also supported.
Create an Order
1. Create a Sales transaction with Order lines (use one of the above navigation
methods).
2. Type in a Customer code, or search for a Customer code using the Customer search
icon.
3. Add items to the Order by either:
using Fast Keys
required item(s)
4. Edit the lines if required eg. to change quantity, discount, tax code, etc.
5. Edit details in the transaction header, if required, e.g. discount, contact/delivery
details, salesperson, etc.
6. Press F2 to proceed.
7. The Order Shipment screen is displayed. If any of the items are to be partially
shipped, enter a Quantity in the Ship Now field.
8. Press F2 to Save.
9. The Payment screen is displayed. The Amount Due is made up of the items
being shipped plus a Deposit for the items yet to be shipped. To see the
breakdown of these charges click the Payment Amount button on the bottom left
of the Payment screen.
10. The deposit amount can be changed at any time by clicking the Payment Amount
button on the Payment screen, which re-displays the Order Deposit screen:
Type in a new deposit amount if required, and click OK or press F2.
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Transaction Menu
11. Back on the Payment screen, select a Payment Type and process the payment to
complete the Order.
Notes
The Minimum Deposit for an Order transaction is defined on the Customer Type of
a Customer. The minimum deposit is defined as a percentage of the Transaction
Total of the Order transaction, therefore may be defined as any percentage
amount from zero (ie. no deposit required) to 100.
If the minimum deposit % is set to 100, the Customer will be required to make
full payment at the time of placing the Order.
The Station (via the Station Layout) can be configured to automatically prompt
the operator for the Order deposit amount. In this case, the prompt will appear
when the operator saves the sale, prior to the Payment Screen. If the Payment
Deposit screen is not configured to display automatically, the User will be required
to click on the Payment Amount button on the Payment screen to see/alter the
Deposit amount.
An Order Line cannot be:
closed on the initial transaction.
fully shipped on the initial transaction.
removed from the Order Shipment screen. To remove an Order Line, go back
to the main screen and delete the Order Line.
User Security
transactions with Order lines in POS Station.
Sell Items From Other Locations permission
The Sell Items From Other Locations permission is required to be able to sell items
from another location in POS Station.
The View Inventory Item Location Details permission is required to view location details
of an Inventory Item in the searches.
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Order Shipments
Mouse
Transaction Menu > Retrieve > Sale
Keyboard
Press Alt+T, R, S
An Order Shipment transaction is processed when the items that have been previously
ordered are shipped to the Customer. To process an Order Shipment, the original
transaction must be retrieved, and a New Shipment processed.
Create an Order Shipment

1. Go to the Retrieve Sale menu option (using one of the navigation methods above).
2. The Transaction Search screen will be displayed.
3. Change the value in the Trans Filter to display Has Order Lines.
4. If the Order was not for the current day's date, un-tick the Order Date fields.
5. Enter in any other Search Criteria that may be applicable, then click Search.
6. Click on the required transaction and press F2, or double click to select.
7. Click on New Shipment and the Order Shipment screen will be displayed.
8. Shipment Lines can be:
partially shipped - simply enter in a Quantity in the Ship Now column of the
item
fully shipped - if all lines are to be fully shipped, click Ship Remaining
closed - if all lines are to be closed, click Close Remaining. If only some lines
need to be closed, click the button in the Close column on the line for the
corresponding item(s).
9. Press F2 to Save or press F5 to Park the Shipment for later retrieval.

10. Process the Payment amount and complete the transaction as normal.
Notes
The amount payable on a subsequent shipment is the Total Amount Shipped less
the applicable portion that has already been paid in the initial transaction as the
order deposit e.g. the initial transaction was for 2 widgets at $10.00 each, the
Order Deposit is 10%, so the total amount paid as deposit on the initial
transaction was $2.00. When a subsequent shipment is made for one of the items
only, the amount payable is calculated as the item price less the applicable order
deposit, i.e. $10.00 less $1.00 = $9.00.
Previous shipments can be seen by pressing the ship summary button from the
main view of the header order transaction.
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Transaction Menu
User Security
transactions with Order lines in POS Station.
Process Shipment permission
The Process Shipment permission is required to be able to process an Order Shipment
POS Station. Without this permission the New Shipment button is visible but disabled
('greyed out'), and therefore not selectable
Change Shipment Date permission
The Change Shipment Date permission is required to be able to edit the Shipment
Date on the Order Shipment screen. Without this permission the Shipment Date will not
be able to be edited.
Process Order Cancellation
The Process Order Cancellation permission is required to be able to cancel an Order
cancellation in POS Station. Without this permission the Cancel Order button is visible
but disabled ('greyed out'), and therefore cannot be selected.
UDFs
presented at the time of line creation.
If the shipment does require a serial lot value, prompts for values for User Defined
Fields associated with the operation will appear when adding the line. Their current
values can be inspected by right clicking on the associated line from the Order
Shipment window and selecting "User Defined Fields" from the pop-up menu.
Previous entered values for shipment UDFs for any line can be viewed by right
clicking on a line in the order shipment window and selecting "User Defined Fields"
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Order Cancellation
Mouse
Keyboard
Press Alt+T, R, S
An Order Cancellation transaction is processed when the items that have been previously
ordered are no longer required. To process an Order Cancellation, the original
transaction must first be retrieved.
Cancel an Order
1. Go the Retrieve Sale menu option (using one of the navigation methods above).
7. Click on Cancel Order and the Order Line Close Reason screen will be displayed.
8. Select a reason for closing the order and a Note if applicable.
9. If the Close Reason selected as Refund Deposit ticked, the Customer will be
given a refund based on the deposit amount of the cancelled items (the refund does
not apply to items already partially or fully shipped on the Order).
10. If the Close Reason selected does not have Refund Deposit ticked, the
Customer will only get a refund if they have paid more than the minimum deposit
amount. This refund will only be the overpaid amount, and will not contain the
deposit component of the payment, even though they were tendered at the same
time.
11. Press F2 to continue.
12. Process the Payment amount and complete the transaction as normal.
Notes
The Minimum Deposit % determines the value that will be retained from the
customer for Non Refundable cancelled lines. If this happens to be 0% and a line
is cancelled using a Non Refundable cancel reason, no deposit will be retained
from the customer, even if a deposit amount was entered at the time of the initial
order. Therefore, is a site wishes to have Order Cancellation fees in place via the
Non Refundable reasons, they need to ensure they configure with a minimum
deposit % on the customer type.
If the Minimum Deposit percentage is set to 100% (that is, full payment is
required at the time of placing the order), and a Close Reason is selected
requiring a Refund, then the total amount paid will be refunded.
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Transaction Menu
User Security
The Process Order permission is required to be able to create and retrieve Order
transactions in POS Station. Without this permission all Order menu options are visible
but disabled ('greyed out'), and therefore not selectable
Process Shipment permission
The Process Shipment permission is required to be able to process an Order Shipment
POS Station. Without this permission the New Shipment button is visible but disabled
('greyed out'), and therefore not selectable
Change Shipment Date permission
The Change Shipment Date permission is required to be able to edit the Shipment
Date on the Order Shipment screen. Without this permission the Shipment Date will not
be able to be edited.
Process Order Cancellation
The Process Order Cancellation permission is required to be able to cancel an Order
cancellation in POS Station. Without this permission the Cancel Order button is visible
but disabled ('greyed out'), and therefore cannot be selected.
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Order Payment
Mouse
Keyboard
Press Alt+T, R, S
An Order Payment is processed when the customer wishes to make an advance payment
for part of an order that has not been shipped yet. This payment can be made without a
Shipment taking place.
Create an Order Payment

1. Go to the Retrieve Sale menu option (using one of the navigation methods above).
7. The Order is displayed on screen.
8. To make an order payment click on the Payment button on the bottom left of the
screen.
9. A dialog titled Payment - Order Payment is displayed :
10. Enter an amount at This Payment and click OK or press F2

11. Select a payment method on the Payment screen and complete the transaction.
Permissions
No specific permissions required here. Users with default Operators permissions can
process payments on orders.
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Transaction Menu
Lay-By
About Creating a Lay-By
Epicor POS Transaction Model: Order + Shipment + Payment
A Lay-By is just like a sale, with the exception that the Payment Component does not
have to match the value of the Order. Instead, the operator can accept just a deposit
(a fraction of the total payment required).
The Shipment Component is automated such that the entire Order is shipped and
cannot be edited by the operator. The Shipment is like a mirror of the Order, with
each Shipment line applied to its equivalent Order Line.
The Payment Component is the Lay-By Deposit specified by the operator. The
Payment is applied to the Shipment of the current transaction. If no deposit is
required, no Payment Component is included in this transaction.
Lay-By Payments are applied to the original Lay By invoice in Epicor. They cannot be
put on account.
Epicor Integration of a Lay-By

Epicor Transaction
Sales Order
Epicor 7 Status
When the transaction eventually flows into Epicor, the Account used for the transaction
depends on the configuration of the Customer Type of the Customer Code used on the
Lay-By.
The Customer Type of the Account used on the Lay-By transaction can be configured to:
Use General AR Account - the Lay-By AR Account defined on the Customer Type in
POS SMS will be used when integrating to Epicor.
Create AR Account - the AR Customer Account used on the transaction in Epicor POS
will be used.
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Create a Lay-By
Mouse
Transaction Menu > New > Lay-By
OR: Transaction Menu > Lay-By on the main screen
Keyboard
Press Shift+F2
OR: Press Alt+T, N, L
A Lay-By is a transaction that processes a sale of one or more items, where the
Customer pays a deposit to reserve the item(s), but only takes possession of the goods
when the transaction total is paid in full.
Create a Lay-By transaction

1. Create a new Lay-By transaction.
2. Type in a Customer code, or search for a Customer code using the Customer search
icon.
3. Add items to the Lay-By by either:
using Fast Keys
required item(s)
4. Edit the lines, if required, for example to change quantity, discount, or tax code.
5. Edit details in the transaction header, if required, e.g. discount, contact/delivery
details, salesperson.
The Payment Deposit screen will appear, and the Deposit field will be
automatically set to the Minimum Deposit required.
Notes
the Customer Code.
If the transaction type does not require a customer, click the Proceed
without Customer button, which will be enabled for this transaction type.
Change the Deposit Amount if required, and then press F2 to continue.

6. The deposit amount can be changed at any time by clicking the Payment Amount
button, typing in a new deposit amount, and then pressing F2.
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Transaction Menu
7. Select a Payment Type and process the payment to complete the Lay-By.
Notes
The Minimum Deposit amount for a Lay-By transaction is defined on the Customer
Type of a Customer. The minimum deposit is defined as a percentage of the
Transaction Total of the Lay-By transaction, therefore may be defined as any
amount from zero (i.e. no deposit required) to 100.
The Station (via the Station Layout) can be configured to automatically prompt
the operator for the Lay By deposit amount. In this case, the prompt will appear
when the operator saves the sale, prior to the Payment Screen. If the Payment
Deposit screen is not configured to display automatically, the User will be required
to click on the Payment Amount button on the Payment screen to enter the
Deposit amount.
Return lines are not permitted on Lay-By transactions.
User Security
Process Lay-Bys permission
The Process Lay-By permission is required to be able to create and retrieve Lay-By
transactions in POS Station. Without this permission, all Lay-By menu options are visible
but disabled ('greyed out'), and therefore not selectable.
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About Lay-By Payment
Epicor POS Transaction Model: Payment
A Lay-By payment is a subsequent transaction after an initial Lay-By.
No Order or Shipment Component exists.
The Payment Component value is specified by the operator. The Payment is applied
to the Shipment of the original Lay-By transaction.
Lay-By Payments cannot be put on account.
Lay-By Payments can only be made by POS Customers with an open Lay-By.
When a Lay-By Payment transaction is performed, and this results in no more

payments required to be made on the Original Lay-By, the status of the Original LayBy transaction is changed to Closed.
Epicor Integration of a Lay-By Payment

Epicor Transaction
Cash Receipt
Epicor 7 Status
Unposted
When the transaction eventually flows into Epicor, the Cash Sales Account setup in POS
SMS for this branch is used.
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Transaction Menu
Lay-By Payment
Mouse
Transaction Menu > Retrieve > Lay-By > Search and Select > New Payment button
A Lay-By Payment reduces the amount due on the Lay-By transaction. When the total
amount of payments is equal to the transaction total, the status of the Lay-By will
change to complete, and the Customer can take possession of the items.
Make a Lay-By Payment

1. Retrieve the Lay-By transaction (see above navigation).
2. Select the New Payment button.
Note: If no Customer Code has been entered on the transaction when the Save
[F2] button is pressed on the main transaction screen, you will be prompted to
enter the Customer Code. If the transaction type does not require a customer,
click the Proceed without Customer button, which will be enabled for this
transaction type.
3.
4.
5.
6.
The Payment screen will be displayed.

Enter payment details as required and press F2 to Save.
The payment will be saved as an additional payment on the original Lay-By.
User Security
Process Lay-By Payment permission
The Process Lay-By Payment permission is required to be able to process a payment
on a Retrieved Lay-By transaction in POS Station.
Without this permission a Lay-By transaction can be retrieved (assuming the User has
the Process Lay-By permission), but the New Payment button will be visible but disabled
('greyed out'), and therefore not selectable.
133

About Cancelling a Lay-By
Epicor POS Transaction Model: Order + Shipment components
A Lay-By Cancellation is an automatically generated transaction that cancels an open

Lay-By.
The Order Component of this transaction is the reverse of the Order Component from
the Original Lay-By Transaction.
The Shipment Component is automated such that the entire Order is shipped and can
not be edited by the operator. The Shipment is like a mirror of the Order, with each
Shipment line applied to its equivalent Order Line.
The Payment Component is the reverse of the sum of all payments applied to the
Original Shipment so far and is generated automatically. If no Payments existed then
no Payment Component will be generated. The Payment is applied to the Shipment
of the current transaction.
When a Lay-By Cancellation transaction is performed, the status of the Original LayBy transaction is changed to Cancelled.
Epicor Integration of a Cancelled Lay-By

Epicor Transaction
Credit Return
Credit Line for the stock returned
Debit Line for the Lay-By Cancellation Fee
Epicor 7 Status
When the transaction eventually flows into Epicor, the Cancel Fee Item Code defined in
POS SMS for this branch is used.
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Transaction Menu
Cancel a Lay-By
Mouse
Transaction Menu > Retrieve > Lay-By > Search and Select > Cancel Lay-By button
A Lay-By Cancellation generates a transaction that cancels an open Lay-By. Once a LayBy has been cancelled, this cannot be reversed.
Cancel a Lay-By transaction

1. Retrieve the Lay-By transaction (using the above navigation).
2. Click the Cancel Lay-By button.
3. A pop up screen will display the Stock Return and Lay-By Cancellation fee
transactions that will be generated.
4. Press F2, (or click Yes) to proceed with the cancellation - Press Esc, or click Cancel
to return to the Main screen without cancelling the Lay-By.
User Security
Process Lay-By Cancellation permission
The Process Lay-By Cancellation permission is required to be able to Cancel a
Retrieved Lay-By transaction in POS Station.
Without this permission a Lay-By transaction can be retrieved (assuming the User has
the Process Lay-By permission), but the Cancel Lay-By button will be visible but disabled
135
Quote
About Quotes
Epicor POS Transaction Model: Order Component
A Quote is unlike the other transaction types in that it is never completed.
It only includes an Order Component of the Epicor POS Transaction Model.
Saving the transaction is like parking a normal transaction.
You can create a Quote from scratch, or you can convert a transaction to a Quote by
changing the transaction type.
Notes
Quotes are not integrated to Epicor. When Quotes are retrieved in Epicor POS,
they can be converted to another transaction type and integrated when that
transaction is completed.
Quotes can be processed for either Cash Customers or Account customers.
When a Serial/Lot item is added to a Quote the serial/lot numbers are not
required to be specified, and therefore all Serial/Lot menu options are disabled.
When the Quote is retrieved and converted to another transaction type, e.g. a
Sale, then the Serial/Lot numbers will be required to be entered before the sale
can be completed.
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Transaction Menu
Creating a Quote
Mouse
Transaction Menu > New > Quote
OR: Select Quote from the Transaction Type drop-down list box in the header area of the main screen
Keyboard
Press Shift+F4
Press Alt+T, N, Q
A Quote is unlike the other transaction types in that it is never completed (unless
converted to another transaction type).
Create a Quote
1. Create a Quote transaction (use one of the above navigation methods).
2. Alternatively, the transaction may be created as another transaction type, then
converted to a Quote by changing the transaction type (before any payments have
been processed).
3. A Quote may be created for a specific Customer Account. If this is the case, the
Customer Code can be typed directly into the Customer field (or searched and
selected using the Customer search icon). However, the Customer Code is not
mandatory for this transaction type, so it can be left blank.
4. Add items to the Quote by doing one of the following:
using Fast Keys
right-click an item line, selecting Add Inventory Item, then searching and
selecting the required item(s)
selecting Add Inventory Item from the Lines menu and search and select the
required item(s)
5. Edit any of the lines if required.

6. Press F2 to save the Quote.
The Save Quote screen will be displayed.
Notes
the Customer Code.
If the transaction type does not require a customer, click the Proceed
without Customer button, which will be enabled for this transaction type.
137

7. Type in any extra information in the Note field. For example, if a Customer Account
has not been selected on the transaction header, it is a good idea to include the
Customers Name in the Note field.
8. Click the Print check box to tick or clear. If ticked the Quote will be sent to the
printer. If un-ticked, it will not be printed.
9. Press F2 to save the Quote. When the Customer returns and decides to proceed with
the Sale transaction, the Quote can be retrieved and converted to a Sale (or other
transaction type).
10. Press Cancel from the Save Quote screen to return to the Main Transaction screen
and re-edit the Quote. Press Cancel at the Main Screen to discard the entire Quote.
User Security
Permissions and functional authorisations
The Process Quote permission is required to be able to create a New Quote,

Retrieve a Quote, and Convert a Quote in POS Station. Without this permission the
Quote menu options will be visible but disabled.
The Expired Quote - Delete functional authorisation is required to delete an

Expired Quote.
The Expired Quote - Preserve Pricing functional authorisation is required to

preserve pricing when retrieving an Expired Quote.
The Expired Quote - Update Pricing functional authorisation is required to update

Quote pricing when retrieving an Expired Quote.
Detailed information on fields: Save Quote screen

Docket ID
The docket ID for the Paid Out transaction. Read-only.

The docket ID is comprised of the Branch ID, Station ID, and a
number generated to uniquely identify the transaction.
User Name
The User Name of the operator currently logged in to POS Station.

Read-only.
Date
The current day's date and time. Read-only.
Note
Type in any other details relevant to the transaction, e.g.

Customer Name.
Print check
box
If the Print check box is selected, the Quote will be sent to the
printer.
If the Print check box is cleared, the Quote will not be printed.
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Transaction Menu
Account Payment
About Account Payments
Epicor POS Transaction Model: Payment component
An Account Payment is a transaction to allow a customer to pay off their account balance
in Epicor > Accounts Receivable. Account Payments include only the Payment
Component of the Epicor POS transaction model.
Account Payment transactions can only be made on Customer Accounts that have:
an Account in Epicor Accounts Receivable (AR) (i.e. are not are POS Only account)
the Customer Type of the Account is not flagged as a 'Cash Sales Only' account
Epicor Integration of an Account Payment

When a transaction or payment is created in Epicor POS it is integrated to Epicor. An
Account Payment will be integrated to Epicor as follows:
Epicor Transaction
Cash Receipt
Epicor Status
Unposted
Account Payments apply to the Customer Account selected on the transaction in Epicor
POS Station.
Epicor 9 Integration of an Account Payment

When a transaction or payment is created in Epicor POS it is integrated to Epicor 9. An
Account Payment will be integrated to Epicor 9 as follows:
Epicor 9 Transaction
Cash Receipt
Epicor 9 Integration
An Auto Apply account payment will be applied to any open

invoices sorted by invoice date. It will be applied to the
earliest open invoice. (This may cause the situation where
a POS Account Payment cannot be applied to a specific or
intended invoice (since the invoice has been applied by the
auto-apply payment).
Account Payments apply to the Customer Account selected on the transaction in Epicor
POS Station.
139

Process an Account Payment
Mouse
Transaction Menu > New > Account Payment
Keyboard
Press Shift+F5
OR: Press Alt+T, N, A
An Account Payment transaction processes a payment by a Customer to be processed

against their Accounts Receivable account in Epicor. An Account Payment reduces the
balance of the Customer's Account in Epicor Accounts Receivable.
Process an Account Payment

1. Select the Account Payment option (use one of the above navigation methods).
2. Type in the Customer Account code (or partial code) and press tab, or use the
search icon to search and select a Customer Account (only AR Customers are
available for selection).
The Customer's Effective Balance is displayed.
3. Type in an amount for This Payment to be paid off the Customers Account.
4. Click either Auto Apply or On Account (if unsure, leave as the default value).
5. Type in a Note if required.
6. Press F2 or click Save to proceed to the Payment detail screen.
7. Complete the Payment details as normal to complete the transaction.
User Security
Process Account Payment permission
The Process Account Payment permission is required to be able to Retrieve account
payment transactions, and/or to process an Account Payment for a Customer Accounts
in POS Station. Without this permission the menu options are visible but disabled
Override Account Payment permission
The Override Account Payment permission is required to process payments on
Customer Accounts in POS Station. Without this permission the Apply Method options are
visible but disabled ('greyed out'), and therefore cannot be changed.
Detailed information on fields: Account Payment screen

Customer
Type in the Customer code if known and tab off.

Alternatively enter a partial code eg. 'A' and tab off. The Customer
search screen will be displayed with the Code search criteria
140
Transaction Menu
automatically populated with 'A'. Therefore all Customers starting

with 'A' will be displayed.
When this field contains a valid Customer code (either typed in or
from the search screen), the Account Balance field is automatically
populated.
Customer
Search icon
Click the search icon to use the Customer Search screen to select
a Customer Code.
Customer info
icon
Click the Customer info icon to display information about the

Customer.
Effective
Balance
Read Only.
The Effective Balance field is automatically populated when the
operator tabs off the Customer code field.
The balance takes into account the Balance in Epicor, and any
transactions that have been created in Epicor POS that may not
have been integrated to Epicor as yet.
This Payment
Type in the amount to be paid in this transaction.
Apply Method
It is recommended that the operator leave this setting as the

default.
There are two possible values for the Apply Method:
On Account - the payment will be put on account for applying

to invoices later in Accounts Receivable.
Auto Apply - automatically apply this payment to the oldest

invoice for this Customer in Accounts Receivable.
Note: The Override Account Payment permission applies to the

Apply Method.
Note
Type in a Note to be saved with this Account Payment if required.
141
Cash Out
About Cash Out Transactions
Epicor POS Transaction Model: Payment component
A Cash Out is a transaction that allows a withdrawal Cash from the selected Payment
Method (the Payment Method must be configured in POS SMS to Allow Cash Out). Cash
Outs only include the Payment Component of the Epicor POS transaction model.
Epicor Integration of a Cash Out transaction

Epicor Transaction
Cash Receipt
Epicor 7 Status
Unposted
142
Transaction Menu
Create a Cash Out Transaction
Mouse
Transaction Menu > New > Cash Out
Keyboard
Press Shift+F6
Or: Press Alt+T, N, C
Cash Out transactions enable a Customer to withdraw cash using a Payment Method that
has been configured (in POS SMS) to allow this - typically an EFT Payment Method
without the requirement to perform another transaction type.
Create a Cash Out transaction

1. Select the Cash Out option (using one of the above navigation methods).
2. The Payment screen will be displayed.
3. Payment Types that support Cash Out will be enabled, and all other Payment
Methods will be disabled.
4. Press (or click) the function key corresponding to the required Payment Method.
5. Type in the Cash Out amount to be taken out of the till and press F2.
6. Press F2 to Complete, and press F2 again to confirm.
7. The Cash Drawer will then open.
8. POS will display a screen displaying the amount that is required to be taken out of
the till*, and to be handed to the Customer.
Notes
Payment Methods that Allow Cash Out will have a Minimum Out amount defined
(at the Branch level) in POS SMS. Amounts less than this amount are not
permitted.
A Cash Out Payment Method may optionally have a Maximum Out amount
defined (at the Branch level). Cash Out amounts that exceed this amount will not
be permitted.
The Change and Cash Out screen will only pop up if the Station Layout used by
Amount. If the Station Layout does not have this setting enabled, the Change and
Cash Out screen will not display.
User Security
Process Cash Out permission
143

The Process Cash Out permission is required to be able to create Cash Out transactions
in POS Station. Without this permission all Cash Out menu options are visible but
disabled ('greyed out'), and therefore not selectable.
144
Transaction Menu
Auto Return
About Auto Returns
An Auto Return creates a new transaction with automatically generated lines that are the
reverse of the Sale lines in the original sale so that it can be returned easily. The only
changes a User needs to make on an Auto Return, is to decrease the quantity on the
line(s), or remove one or more lines from the return.
The operator cannot add any more Return lines to an Auto Return, but can add Sale
lines.
Only Sales transactions and completed Lay-By transactions can be Auto Returned.
The Auto Return only takes across lines from the original transaction that were sales
lines.
If the total of the Lines is negative, the Credit Return created in Epicor will be applied
to the original Sales Order. (i.e. the Docket ID of the original Transaction needs to be
recorded against the Auto-Return).
If the total of the Lines is positive the transaction is treated like a normal Sale
(Exchange)
Epicor Integration of an Auto Return

When a transaction or payment is created in Epicor POS it is integrated to Epicor. An
Auto Return is integrated to Epicor as follows:
Epicor Transaction
Credit Return
Epicor Status
When the transaction flows into Epicor, and the Customer Code on the transaction is:
blank, the Cash Sales Account setup in POS SMS for this branch is used.
a POS Customer who is not an AR Account Customer, the Cash Sales Account setup
in POS SMS for this branch, transaction type and Customer Type is used.
a POS Customer who is an AR Account customer, the Customer Code will be used.
a POS Customer who is an AR Account customer that has at least one Ship-To then a
Ship-To must be selected and the Ship-To Code and Customer Code will be used.
145

Create an Auto Return
Mouse
Transaction Menu > New > Auto Return
Keyboard
Press Shift+F7
OR: Press Alt+T, N, R
An Auto Return uses details from a completed sales transaction (selected by the
operator) and creates a transaction with all lines on the original transaction reversed, i.e.
negative lines.
If the Auto Return contains items that are not being returned at this time, they can be
easily removed. For example, if a sales transaction had 10 items, and only 8 are
required to be returned, it is faster and more efficient to create an Auto Return based on
the original transaction, then remove the two items from the Auto Return that are not
getting returned at this point in time.
Create an Auto Return

1. Select the Auto Return option (use one of the above navigation methods).
2. Click the Original Docket ID search icon to search and select the original
transaction (or type the docket id in directly).
3. Click the Info icon to view details of this transaction.
4. Select a Reason for the Auto Return from the drop down list.
5. Type in details in the Note field. Depending on the Reason selected, this field may
be required.
6. Press F2, or click OK to proceed with the Return.
The Items Grid will be automatically populated with negative quantities and prices
for all lines from the original transaction.
7. Remove items that are not being returned by right-clicking and selecting Delete
Line, if required.
8. Change the quantity on each line if required (this can only be changed to a quantity
less than that in the original transaction).
10. Process the Payment as usual.
Auto Return of Serial/Lot Items

When an Auto Return is created that contains Serial/Lot items, the serial/lot numbers
are automatically populated. If the quantity of this item is changed, the line will be
flagged with an error icon, and you will be required to change the Serial/Lot numbers for
that line (either enter an additional number, or remove an existing number).
User Security
146
Transaction Menu
transactions in POS Station. Without this permission the Auto Return menu option, and
Shift+F7 shortcut, are disabled ('greyed out').
Return Amount authorisation
The Return Amount authorisation can be set to:
Unlimited - a User can add a Misc Return line of any amount (provided they have the
Process Misc Line permission).
Limited by amount - a User can add a Misc Return line up to an amount. If the
amount is exceeded authorisation is required and an Authorisation Required
screen will display. The Authorisation screen will display a list of Users that can
authorise the transaction by entering their Password. The Price will not be accepted
unless the authoriser's password is entered.
Note
The Return Amount authorisation only applies to each line, and not the total amount
of the returned lines on a transaction.
Detailed information on fields: Auto Return screen

Original
Docket ID
The unique identifier of the original transaction.
Docket search
icon
Click the search icon to display the Transaction search screen, to

search and select the required transaction.
Docket info
icon
Click the info icon to display details about the original transaction.
Reason
Select a Reason for the Return from the drop down list.
These Reasons have been pre-defined in POS SMS.
Note
Type in a Note.
Return Reasons can be defined in POS SMS with the Note as a
required field. If this is the case, the Note field will be a required
field and details must be entered.
147
Paid Out
About Paid Outs
Epicor POS Transaction Model: Order + Shipment + Payment components
A Paid Out is an automated transaction used when the operator needs to take Cash out
of the till. This creates a transaction with a single return line and a refund payment, so
that money can be taken out of the till.
All three Components of this transaction are automatically generated.
The Shipment is like a mirror of the Order, with each Shipment line applied to its
equivalent Order Line.
The Payment Component total matches the value of the Shipment and is applied to
it.
Epicor Integration of a Paid Out Transaction

When a transaction or payment is created in Epicor POS it is integrated to Epicor. A Paid
Out transaction will be integrated to Epicor as:
Epicor Transaction
Credit Memo
Epicor Enterprise
Status
When the transaction eventually flows into Epicor:
the Paid Out Item Code defined in POS SMS for this branch is used
the Paid Out Account setup in POS SMS for this branch is used
the Refund Payment Method used is the default Cash Payment method defined in
POS SMS
148
Transaction Menu
Create a Paid Out Transaction
Mouse
Transaction Menu > New > Paid Out
Keyboard
Press Shift+F8
Or: Press Alt+T, N, P
Paid Outs are a special type of transaction for the case when an operator needs to take
money out of the till. A Paid Out creates a new transaction with a single return line and a
refund payment so that money can be taken out of the till.
Create a Paid Out transaction

1. Type in an Amount to be taken out of the till and press tab.
2. Select a Reason for the transaction from the drop down list, and press tab.
3. Type in a Note providing further details about the transaction.
4. Press F2 (or click OK) to save.
The Cash Drawer opens, and a screen appears displaying the amount that should be
removed from the till as the Paid Out amount.
Note
The Change and Cash Out screen will only display up if the Station Layout used by
this Station has been configured in POS SMS to Show the Last Sale Change Amount.
If the Station Layout does not have this setting enabled, the Change and Cash Out
screen will not display.
User Security
Process Paid Out permission
The Process Paid Out permission is required to be able to create and retrieve Paid Out
transactions in POS Station. Without this permission all Paid Out menu options are
visible but disabled ('greyed out'), and therefore not selectable.
Paid Out Amount authorisation
The Paid Out Amount authorisation can be set to:
Unlimited - a User can create a Paid Out of any amount (provided they have the
Process Paid Out permission).
Limited by amount - a User can create a Paid Out up to an amount. If the amount is
exceeded authorisation is required and an Authorisation Required screen will
display. The Authorisation screen will display a list of Users that can authorise the
149

transaction by entering their Password. The Paid Out transaction will not be able to
proceed unless the authoriser's password is entered.
Detailed information on fields: Paid Out screen

Docket ID
Read-only.
The docket ID for the Paid Out transaction. It is comprised of the
Branch ID, Station ID, and a number generated to uniquely
identify the transaction.
Date
Read-only.
The current day's date and time.
Operator
Read-only.
The User Name of the operator currently logged in to POS Station.
Amount
Type in the amount of the Paid out transaction. This is the amount
that will be removed from the till.
Reason
Select a reason for the Paid Out transaction from the drop down
list.
Note
Type in any other details relevant to the transaction.

If the Reason selected has Note flagged as a required field in POS
SMS, then this field will be required.
Print
(button)
150
Click the Print button to send details of this transaction to the

printer.
Transaction Menu
Loyalty Adjustment
About Loyalty Adjustments
Mouse
Transaction Menu > New > Loyalty Adjustment
Keyboard
Press Shift+F9
Or: Press Alt+T, N, Q
If the Loyalty and Payment Programs license is installed, and Loyalty Adjustments have
been configured in POS SMS, under Branch Maintenance, a user with the necessary
Permission can make adjustments to Plan Account balances in POS Station, on the
Loyalty Adjustment screen.
Example of a Loyalty Adjustment

Customers can access a dining hall as part of certain Plans. When a customer accesses
the dining hall, one "Meal" is deducted from the customer's balance. ("Meal" has been
set up as a Plan Account.) The customer typically does not make a purchase, but merely
wants to access the dining hall.
The process is as follows:
1. The customer enters the dining hall and hands his or her customer card to the
cashier.
2. The cashier swipes the card.
3. The customer is identified and 1 Meal is deducted from the customer's balance.
In this example, no sale transaction took place but an adjustment occurred to the
customer's balance.
151

Create a Loyalty Adjustment
Mouse
Transaction Menu > New > Loyalty Adjustment
Keyboard
Press Shift+F9
Or: Press Alt+T, N, Q
The Loyalty Adjustment option on the Transaction menu allows the operator to make
a Loyalty Adjustment to a customer's Plan Account balances, within the context of POS
Loyalty and Payment Programs.
There are three steps involved in doing a Loyalty Adjustment:
1. Enter the customer code.
2. Select a Plan Account to adjust.
3. Confirm the Adjustment.
Note
The Loyalty Adjustment menu option is available if:
The POS Loyalty and Payment Programs module has been licensed and configured
in POS SMS.
Loyalty Adjustments have been configured in POS SMS, under Branch

Maintenance.
The user has the required permission to perform a Loyalty Adjustment.
Create a Loyalty Adjustment

1. On the Transaction menu, expand New, and then click Loyalty Adjustment
(alternatively, use the Shift + F9 keyboard shortcut).
2. If the Enter Customer Code screen opens, do one of the following:
enter the Customer Code (or click the Search icon

and use the Customer
Search screen to search for the Customer Code), and then click OK,
or
accept the customer's loyalty card and pass it through the card reader.
Note: The Customer Code screen does not appear if the Customer Code has
already been entered on the main transaction screen.
3. On the Plan Account Selection touch screen, touch the Plan Account that you
want to adjust.
Note: The Plan Account Selection screen shows all Plan Accounts that are
available for Loyalty Adjustments for the current customer. If only one Plan
Account is available, this screen is not displayed, and that Plan Account is shown
in the Confirm Adjustment screen (see the next step).
4. On the Confirm Adjustment screen:
152
Transaction Menu
select a Decrease or an Increase adjustment (the default is Decrease)
enter a Value (the default is 1 for Quantity and 0 for Monetary)
click OK (or press F2).
Notes
The Value entered may not be zero.
The user must have the Modify Loyalty Adjustment Type permission to select
a Decrease or Increase adjustment, otherwise it will be read-only and set to the
default specified in POS SMS under Branch Maintenance.
153
Stock Adjustment
About Stock Adjustments
Mouse
Transaction Menu > New > Stock Adjustment
Keyboard
Press Shift+F10
The Stock Adjustment screen in POS Station enables a POS operator to create a stock
adjustment. You can specify a product, whether the adjustment is a stock increase or
decrease, and an adjustment quantity, type, and reason. An explanatory note can be
added to the adjustment.
The Stock Adjustment feature enables an organisation to account for the movement of
inventory not related to sales transactions, such as shrinkage and expensing to
promotional events. For example, a hardware store can use the Stock Adjustment
feature to account quickly and easily for the use of paint during an in-store event,
without having to "sell" it or perform a Stock Take or Adhoc Stock Count.
The Stock Adjustment menu option is visible on the Transaction menu, under New, if
the following conditions have been met:
The POS Inventory Management Suite (IMS) module has been licensed.
The Enable Stock Adjustments setting has been enabled in POS SMS.
When a Stock Adjustment transaction is saved, the stock on hand is updated

immediately in the Inventory Location information.
Note
Your permissions determine whether you can perform a stock increase or decrease, or
both. Functional authorisations apply; for example, if you do not have permission to
perform a decrease, you can still access the form and enter data, but a user with the
required authorisation must authorise the transaction before it can be saved.
Detailed information on fields: Transaction Stock Adjustment

Item Code
The Code that uniquely identifies the inventory item for which
the stock is about to be adjusted.
The Search icon opens the Inventory Item Search screen.
Note: The selected inventory item must not be a serial/lot/bin
tracked item and must not be a non quantity bearing item.
[Description]
The inventory item Description, which is automatically displayed

when an item has been selected in the Item Code field.
Searches using wild cards '%' are particularly useful on
Description fields.
154
Transaction Menu
Adjustment
Direction
Specifies whether the Adjustment Transaction will increase or

decrease the stock quantity of the selected item:
Increase: The adjustment will increase the inventory stock

quantity of the item.
Decrease: The adjustment will decrease the inventory stock

quantity of the item.
The default is set in POS SMS, under the Branch Maintenance

settings for the current Branch.
Quantity
The quantity by which the stock will be adjusted. The default is

1.
Notes:
1) The Quantity must be a whole number if the selected
inventory item does not allow fractions.
2) The number must be greater than 0 and less than or equal to
10,000.
Adjustment
Type
A drop-down list showing the types of Stock Adjustment that

have been assigned to the current Branch in POS SMS (under
the Branch Maintenance settings).
Adjustment
Reason
Epicor Adjustment Reason Codes, which are maintained in

Epicor.
An adjustment reason is required only if the selected
Adjustment Type has been configured in POS SMS to require a
reason.
Note
Any additional information you may wish to enter.
155

Create a Stock Adjustment
Mouse
Transaction Menu > New > Stock Adjustment
Keyboard
Press Shift+F10
The Stock Adjustment menu option enables you to create a stock adjustment for a
selected inventory item.
Note
The Stock Adjustment menu option (Transaction menu, New) is visible only if the
required module has been licensed and configured in POS SMS.
Create a Stock Adjustment

1. On the Transaction menu, expand New, and then click Stock Adjustment
(keyboard shortcut: Shift + F10 ).
2. On the Transaction Stock Adjustment screen, enter the Item Code (or click the
Search icon
and use the Inventory Item Search screen to search for the Item
Code, and then click OK).
The Item Code and the Item Description of the selected item are displayed on
the Transaction Stock Adjustment screen.
3. Change the Adjustment Direction, if necessary (the default setting is determined
in POS SMS):
Increase: The adjustment will increase the inventory stock quantity of the item.
or
Decrease: The adjustment will decrease the inventory stock quantity of the
item.
4. Change the Quantity of the Stock Adjustment transaction, if necessary. (The

default is 1.) The quantity must be greater than 0 and equal to or less than 10,000.
5. From the Adjustment Type drop-down list, select the type of Stock Adjustment.
Note: This list shows the Stock Adjustment Types assigned to the current
Branch in POS SMS.
6. Select an Adjustment Reason by clicking the Search icon
and doing a search
for the required reason. Select a reason, and then click OK to close the Search
screen.
Note: In POS SMS the POS Administrator can configure an Adjustment Type to
require an Adjustment Reason. If the current Adjustment Type has been
configured to require a Reason, the Adjustment Reason field will be a required
field.
7. Add an explanatory note, if required.
8. Click OK (or press F2).
156
Transaction Menu
When the Stock Adjustment transaction is saved, the stock on hand is updated
immediately in the Inventory Location information.
157
Retrieve Menu
Retrieve a Parked Document
Mouse
Transaction Menu > Retrieve > Parked
Keyboard
Press F6
Or: Press Alt+T, R, K
A parked document is a transaction that was 'put on hold' - or parked - for retrieval
later.
Retrieve a Parked Document

1. Select the Parked option (see above for navigation).
2. The Transaction Search screen will be displayed. The Parked Transactions check box
will default to ticked (Read Only).
3. Select a transaction Type from the drop down list.
4. Enter search criteria (or leave blank) and press Enter to activate the Search
button.
results list.
7. To select a Parked Document:
use the keyboard up and down arrows, highlight the required document,
double click on the line
click once (i.e. highlighting the line), click the OK button (or press F2)
8. The transaction will then be loaded in the Main screen and can then be processed as
a normal transaction.
Note
When a retrieved Parked Document is cancelled, it is deleted and cannot be

retrieved again. If the transaction is still required, the User should re-park the
transaction.
A transaction that has had payments made against it cannot be parked.
A Sale, Lay-by, Auto Return transactions can be parked.
A transaction can be parked with Serial/Lot items - whether the serial/lot numbers
have been selected or not.
158
If the serial/lot numbers have been assigned to one or more items, a check
will be performed when the transaction is retrieved to ensure that the select
number has not been sold according to the system since the transaction was
parked. If this is the case the line will flagged with an error icon. Hover the
Transaction Menu
mouse over the error icon to display the error message.
If the serial/lot numbers have not been selected, the line will be flagged with
an error icon when the parked transaction is retrieved.
User Security

The Process Order permission is required to be able to retrieve Sales transactions with
Order lines that have been parked.
159
Retrieve a Sale or Order

Mouse
Keyboard
Press Alt+T, R, S
Retrieving a sales transaction allows details of the transaction to be viewed. The

transaction can also be re-printed or voided (only if it in an open shift), if required.
Retrieve a Sale
1. Select the Retrieve Sale option (using navigation as described above).
2. The Transaction Search screen will be displayed. The Transaction Type will default to
the value Sale (Read Only).
3. Enter search criteria (or leave blank).
4. Change the Trans Filter in the Search Criteria to select:
No Order Lines - to view transactions that only contain sale lines e.g. cash
sales
Has Order Lines - to view transaction that contain order lines
is a Shipment - to view transactions that are shipments
5. Edit the other Criteria if required, then select the and click the Search button.
results list.
7. To select a transaction, either:
use the keyboard up and down arrows, highlight the required transaction,
8. The Sales transaction will then be loaded into the Main screen.
9. Available functions on a Retrieved Sale are:
Print - click the Print button to reprint the docket for the transaction.
Sale Details - click the Sale Details button to open the Transaction Detail
screen (see below) to view details of the transaction such as Status and History.
Void - click the Void button to cancel and reverse the transaction (see also
Process Void Permission).
Right-click menu - use the enabled options on this menu to view details for the
highlighted line such as Discount, Price, Serial/Lot details.
User Security
160
Transaction Menu

The Process Sale permission is required to be able to Retrieve Sales transactions in
POS Station. Without this permission menu options are visible but disabled ('greyed
out'), and therefore not selectable.
Process Void permission

The Process Void permission is required to be able to Void Sales transactions in POS
Station. Without this permission the Void button is visible but disabled ('greyed out'),
and therefore not selectable.

The Process Order permission is required to be able to create and retrieve Order
transactions in POS Station. Without this permission all Order menu options are visible
Details of fields on the screen: Transaction Detail (after clicking Sale Details
button)
Created Date
The date the transaction was created.
Transaction
Type
Will always contain the value Sale for sales transactions.
Docket Id
The docket id of the originating transaction.
Order Date
The date of the Order.

This does not have to be the same as the Created Date.
Status
Valid values:
Completed - the transaction has been completed.
Cancelled - the transaction has been Voided.
Due Date
This will always be the same date as the transaction for sales
transactions.
Customer
The Customer Code (blank for a cash sale).
Ship To
The Ship To code if one exists.
Name
The Customer name.
History
Details of related transactions and events within those

transactions. For example, a normal sale with have a History line
for Sale, and one for Payment.
161
Sale
The Total amount of the sale.
Payments
The total of the payments made on this sale.
Due
The total due on the transaction. If any of the transaction

payment was put 'On Account' this will contain the amount
remaining to be paid.
Print button
Click the Print button to send a docket to the printer.
Void button
Click the Void button to cancel and reverse the sales transaction.
A Void will generate a separate system generated document
number than can be viewed only in relation to the original sales
transaction. This void transaction cannot be retrieved and viewed
by itself.
Note: if a transaction contains Order Lines it cannot be voided.
162
Transaction Menu
Retrieve a Lay-By
Mouse
Transaction Menu > Retrieve > Lay-By
Keyboard
Press Alt+T, R, L
A Lay-By transaction must be retrieved so that Lay-By payments or cancellations can be

performed.
Retrieve a Lay-By
1. Retrieve a Lay-By (use one of the above navigation methods).
2. The Transaction Search screen will be displayed. The Transaction type will default to
Lay-By (Read Only).
3. Enter search criteria, and press Enter to activate the Search button.
results list.
6. To select the required Lay-By:
use the keyboard up and down arrows, highlight the required Lay-By, press
7. The Lay-By transaction will then be loaded in the Main screen.

8. Click the New Payment button to process a payment on the Lay-By.
9. Click the Cancel Lay-By button to cancel the Lay-By (this process cannot be
reversed)
User Security
Process Lay-Bys permission

The Process Lay-By permission is required to be able to create and retrieve Lay-By
transactions in POS Station. Without this permission all Lay-By menu options are visible
163
Retrieve and/or Delete a Quote

Mouse
Transaction Menu > Retrieve > Quote
Keyboard
Press Alt+T, R, Q
A Retrieved Quote can be edited and re-saved, converted to another transaction type
(e.g. Sale), or cancelled (i.e. deleted).
Retrieve a Quote
1. On the Transaction menu, select Retrieve Quote.
the value Quote (read-only).
button.
results list.
6. To select a Quote either:
click once (i.e. highlighting the line), and click OK (or press F2)
7. The quote will then be loaded into the Main screen. The Quote can now either be:
Converted to another transaction type, e.g. converted to a Sale
Deleted if it is no longer required/relevant (see below for details on deleting a

Quote)
Modified and re-saved as a Quote
Copied
Delete an active Quote

1. On the Transaction menu, select Retrieve Quote.
2. Press Esc or click Cancel (ensure that the Transaction Type in the transaction
header is Quote; if it has been changed to another transaction type, e.g. Sale, the
Sale will be cancelled and the Quote will remain in the database).
3. Select one of the following options on the Cancel Quote screen:
164
Click the Delete Quote button to delete the Quote. You will be asked to confirm
the deletion.
Click the Cancel Changes button to undo any changes made to the Quote (the
Quote will not be deleted).
Transaction Menu
Click the Back button (or press Esc) to return to the Quote to re-edit.
Retrieve/Delete an expired Quote

1. On the Transaction menu, select Retrieve Quote. If the Quote is expired, the
Quote Expired dialogue box is displayed.
2. On the Quote Expired dialogue box, you can choose one of the following options:
Click Delete Quote to delete the Quote. You will be asked to confirm the
deletion.
Click Preserve Quote Pricing to retrieve the current Quote with the Quote's
existing price. You can modify quantities and prices once the Quote has been
retrieved to the main transaction screen (depending on your
permissions/authorisations).
Click Update Quote Pricing to retrieve the Quote and re-run POS Pricing on all
Quote lines.
Click Cancel to close the dialogue box.
3. If you retrieve the Quote and it is displayed on the Main screen, you can press the
Cancel button to delete the Quote.
4. Click Delete Quote on the Transaction - Cancel Quote dialogue box, and then
click OK to confirm.
User Security
Permissions and functional authorisations
The Process Quote permission is required to be able to create a New Quote,

Retrieve a Quote, and Convert a Quote in POS Station. Without this permission the
Quote menu options will be visible but disabled.
The Delete Quotes permission is required to be able to delete a Quote in POS

Station. Without this permission the Delete Quote button is visible but disabled
The Delete Expired Quote functional authorisation is required to delete an Expired

Quote.
The Preserve Pricing - Expired Quote functional authorisation is required to

preserve pricing when retrieving an Expired Quote.
The Update Pricing - Expired Quote functional authorisation is required to update

Quote pricing when retrieving an Expired Quote.
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Retrieve an Account Payment

Mouse
Transaction Menu > Retrieve > Account Payment
Keyboard
Press Alt+T, R, A
Retrieving an Account Payment allows details of the payment to be viewed and reprinted if required.
Retrieve an Account Payment

1. Select the Account Payment option (using one of the above navigation methods).
the value Account Payment (Read Only).
3. Enter search criteria (or leave blank) and press Enter to activate the Search button.
results list.
6. To select an Account Payment, either:
click once (i.e. highlighting the line), click the OK button (or press F2).
7. The Account Payment will then be loaded in the Main screen and can be processed
as per normal.
User Security
Process Account Payment permission

The Process Account Payment permission is required to be able to Retrieve account
payment transactions, and/or to process an Account Payment for a Customer Accounts
in POS Station. Without this permission the menu options are visible but disabled
Override Account Payment permission

The Override Account Payment permission is required to process payments on
Customer Accounts in POS Station. Without this permission the Apply Method options are
visible but disabled ('greyed out'), and therefore cannot be changed.
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Transaction Menu
Retrieve a Cash Out

Mouse
Transaction Menu > Retrieve > Cash Out
Keyboard
Press Alt+T, R, C
This option has not yet been implemented.
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Retrieve a Paid Out

Mouse
Transaction Menu > Retrieve > Paid Out
Keyboard
Press Alt+T, R, P
Retrieving a Paid Out allows details of the transaction to be viewed. The Paid Out can be
printed if required using the Print button.
Retrieve a Paid Out

1. Select the Retrieve Paid Out option (using one of the above navigation methods).
2. The Transaction Search screen will be displayed. The Transaction type will default to
Paid Out (read-only).
button.
results list.
6. To select the a Paid Out Transaction:
7. The Paid Out transaction will then be loaded in the Main screen. All fields are readonly.
8. Click Print to reprint the transaction, if required.
User Security
Process Paid Out permission

The Process Paid Out permission is required to be able to create and retrieve Paid Out
transactions in POS Station. Without this permission all Paid Out menu options are
168
Transaction Menu
Transaction Search
Mouse
Transaction Menu > Retrieve > select any option
Keyboard
Press Alt+T, R, select any underlined letter
The Transaction Search screen allows searching for a specific Transaction Type using
one or more search criteria. This is the standard screen which is used when retrieving
any transaction via the Transaction > Retrieve menu. The values in the search criteria
will default to different values depending on the Transaction Type selected from the
Retrieve menu.
Using the Criteria fields
The Transaction Type field will default to the value corresponding to the option
selected from the Retrieve menu eg. if Sale from the Retrieve menu, the Transaction
Type will default to Sale and is Read Only.
If the Parked (S, L, O) option is selected from the Retrieve menu, the Transaction
Type field will not be populated, and the User can optionally select a Transaction
Type. However, the Parked Transactions check box will be ticked and Read Only for
Parked document transaction searches.
Tip
Search criteria fields can contain partial details using wild cards % for faster
searching. For example:
Customer: A%
Salesperson: P%
The search results will display all Customer codes starting with A that also have a
Salesperson starting with P.
Detailed information on fields: Transaction Search criteria

Type
Read-only.
The transaction type will default to the transaction type selected
from the Retrieve menu.
All search results will display transactions of this type only.
Note: Selecting to retrieve Sales will show sales and order lines.
Trans Filter
The transaction filter allows the result to be filtered according to

different properties, such as whether a Sales transaction
contains order lines or not, and whether it is a shipment.
The default is to search on all values.
Valid values:
No Order Lines - transactions with order lines will not

display in the search results.
169
Has Order Lines - transaction with order lines will display in

the search results
Is a Shipment - transactions that have order lines that

have been partially or fully shipped will display in the search
results.
Docket Id
Type in all or part of a Docket ID.
Branch
Read-only.
This will default to the Branch where the Station is located.
Station
Select the Station Search icon to search and select a Station

within that Branch to narrow the search results to transactions
processed at a specific Station.
Customer
Type in a complete or partial Customer Code (partial codes must

use % Wild Cards e.g. ABC%).
Customer
search icon
Use the Customer search icon to search and select a Customer

Code.
Ship To
Type in part or all of a Customer's Ship To.
Ship To search
icon
Use the Ship To search icon to search to locate a Customer's

Ship To.
Created Date
This is the date that the transaction was created.

The Date fields will default to searching transaction for all dates.
Order Date
The default value in the date range fields is the current date.
Tick both date boxes to search for transactions processed
today only.
Use the drop down arrows and select a date range to search
by. When a date has been selected, the date check box is
automatically ticked.
Select the Clear check box to clear the Date fields.
This is the actual date of the order.

The Date fields will default to searching transaction for all dates.
Order Number
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The default value in the date range fields is the current date.
Tick both date boxes to search for transactions processed
today only.
Use the drop down arrows and select a date range to search
by. When a date has been selected, the date check box is
automatically ticked.
Select the Clear check box to clear the Date fields.
Epicor sales order number, if appropriate that maps to the

transaction.
Transaction Menu
User
Search and select a User to narrow the search results down to

transactions processed by a specific User.
Sales Person
Search and select a Sales Person to narrow the search results

down to transactions associated with a specific Sales Person.
Inventory Item
Search and select an Inventory Item to narrow the search

results to displaying only transactions that have that specific
Inventory Item on one of the transaction lines.
Status
Use the Status field to narrow down the search results based on
the Status of the transactions.
Valid values for status are:
Parked
Transactions
(check box)
Open - transactions that can still be processed further e.g.

Quotes, Orders, Lay-Bys.
Completed - transactions that have completed normally.
Cancelled - transactions that have been Voided (Sales) or

Cancelled (Lay-Bys).
This check box is cleared by default for most transaction

searches.
Select this check box to display only the Parked transactions for
the Transaction Type.
This check box will default to selected and read-only for Parked
transaction searches.
Parked Note
Type in all or part of a Parked Note to search by this field.
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Cancel a Transaction
Mouse
Transaction Menu > Cancel
Keyboard
Press Alt+T, C
Cancel a Transaction
1. Press Esc, or click the Cancel button on the Main Screen.
2. If the Main Screen had a:
retrieved transaction loaded, it will be cleared from the screen (no confirmation
message will be displayed).
Quote transaction loaded, the Cancel Quote confirmation screen will be

displayed. Select Delete Quote to cancel the Quote.
new transaction loaded, a confirmation message will display Cancel

Transaction?
3. Press F2 (or click Yes) to proceed and cancel the transaction. The transaction will
be cleared from the Main screen (and not saved), the Main Screen will return to
default values i.e. to a 'ready' state for the next transaction.
Notes
A transaction can only be cancelled if no payments have been processed against

it. Payments must be removed from the Payment screen before the transaction
can be cancelled.
EFT integrated payments cannot be removed/deleted from a transaction.

Consequently, the transaction cannot be cancelled. If a transaction is required to
be cancelled, and an EFT transaction has already been processed, the sale
transaction must be completed and then either auto-returned or voided. A Void
will reverse the EFT payment in POS/Epicor but will not integrate with the pin pad,
so a manual swipe is required.
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Transaction Menu
Save a Transaction
Mouse
Transaction Menu > Save
Keyboard
Press F2
Or: Alt+T, S
Save a transaction
1. Press F2 to save a transaction, or use one of the above navigation methods to
invoke the Save function.
Notes
A transaction cannot be saved if no items have been added.
If a transaction requires payment, F2 will invoke the Payment screen.
It is possible for a transaction to be created with a combination of sales and

return lines, that inadvertently creates the scenario where there is a positive
Transaction Total, but the Tax Total for the transaction is negative (and vice versa
- the Transaction Total is negative i.e. a refund, but the Tax Total is positive). If
this occurs, an error message will be displayed, and the transaction cannot be
saved. When this occurs, it is recommended that the return lines be processed as
one transaction, and the sale lines on another transaction. That is, the transaction
is split into two separate transactions.
presented at this time.
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Convert To Menu
Convert To Another Transaction Type
Mouse
Transaction Menu > Convert To
Keyboard
Press Alt+T, then S (convert to Sale), L (convert to Lay-By), or Q (convert to Quote)
The Convert To option on the Transaction menu is used to convert a transaction from
one type to another. For example, you can retrieve a Quote and convert it to a Sales
Transaction.
Conditions for converting a Transaction
Converting a transaction is subject to a number of conditions, some of which may
prevent the transaction from being converted:
After one or more payments have been made on a transaction, it is no longer

possible to convert the transaction to another type.
Converting from one transaction to another is subject to the User having the required
Permissions to perform the Transaction Type (see individual transaction types for
more details on permissions).
Converting to another transaction type for a Customer Account will only be possible if
their Customer Type has the Transaction type ticked as valid. For example: changing
a Lay-By transaction for Customer ABC001 to a sales transaction will not be possible
if their Customer Type has been configured with Lay-by's allowed, and Sales not
allowed.
Changing to a different transaction type may change whether some fields in the
Transaction Header are required or not. For example, for a Lay-By transaction the
Customer field is required so will be flagged with a red asterisk *, for Sales
transactions it is optional so will not be flagged with an asterisk.
Convert a Transaction
1. A current transaction must be loaded into the main screen (and no payments
made). The transaction can be either:
a retrieved Quote
a retrieved Parked transaction
a new transaction (of any type)
2. Use one of the methods described in the above navigation section to Convert the
transaction type.
3. The new transaction type will be displayed in the Transaction type field in the
transaction header area of the Main Screen.
174
Transaction Menu
Copy a Transaction
Mouse
Transaction Menu > Copy
Keyboard
Press F5
Or: Alt+T, Y
Previously saved transactions that are retrieved can be copied such that similar details
do not have to be re-entered. This is useful when quotes are copied and the new copied
instance changed into a sale or another quote. This supports quotes being pre-saved as
templates for typical sales or future quotes.
If a saved transaction of a type copy functionality supports is retrieved, the copy option
(see below) will be enabled.
Copy a transaction
Retrieve a previously saved transaction that copy functionality supports then select
to "copy" from the transaction menu navigation or use the keyboard shortcut
method detailed above.
Note
Currently, the Copy transaction supports the following transaction types: Quotes.
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Get Quote Details

Mouse
Transaction Menu > Get Quote Details
Keyboard
Press Ctrl + Shift + Q
This functionality caters for retail outlets where some POS stations are used solely for
creating quotes and other POS Stations are used to process those quotes as sales if the
customer decides to proceed with the transaction.
Get Quote Details displays an Enter Quote Number dialog for the POS Operator to scan
or enter a Quote Number. When a quote number is entered via this dialog POS treats
the transaction as a sale and the lines on the quote are added to the current
sale. Quotes can be added to the sale at any stage before saving. Multiple quotes can
be scanned and added to a sale in this manner.
176
Transaction Menu
Park a Transaction
Mouse
Transaction Menu > Park
Keyboard
Press F5
Or: Alt+T, K
The Park option allows the operator to park the current transaction for retrieval later.
Park a transaction (either from the Main screen or the Order Shipment
screen)
1. Navigate to the Park option (using one of the above navigation methods).
2. Type in a Note e.g. the reason for parking the transaction.
3. Press F2 (or click Complete) to park the transaction.
4. Press Esc (or click Cancel) to return to the transaction and continue processing.
Notes
Parked documents are not integrated to Epicor. When these documents are
subsequently retrieved in Epicor POS they can be completed and will be integrated
when they are complete.
When a retrieved Parked Document is cancelled, it is deleted and cannot be

retrieved again. If the transaction is still required, the User should re-park the
transaction.
A transaction that has had payments made against it cannot be parked.
A Sale, Lay-by, Auto Return transactions can be parked.
A transaction can be parked with Serial/Lot items - whether the serial/lot numbers
have been selected or not.
If the serial/lot numbers have been assigned to one or more items, a check
will be performed when the transaction is retrieved to ensure that the select
number has not been sold according to the system since the transaction was
parked. If this is the case the line will flagged with an error icon. Hover the
mouse over the error icon to display the error message.
If the serial/lot numbers have not been selected, the line will be flagged with
an error icon when the parked transaction is retrieved.
Description of fields on the screen: Transaction Park

Docket Id
The unique identifier of the transaction.
User name
The name of the currently logged in User.
Date
The current system date and time.
177
Note
178
An editable text field provided so that the User can enter a note
with the parked transaction.
Transaction Menu
Print Transaction
Mouse
Transaction Menu > Print
Keyboard
Press Ctrl+P
Or: Alt+T, P
Print a transaction
1. Load the document into the Main Screen (use the Retrieve menu).
2. Click the Print button, or use one of the above navigation methods to print.
Note
If the document fails to print, check that the Suspend Printing option on the Station
menu is not selected.
179
Transaction User Defined Fields

Mouse
Transaction Menu > User Defined Fields
User Defined Fields (UDFs) provide a flexible framework for organisations that require
some customisation of POS to cater for fields specifically required to meet their business
needs. UDFs can be thought of as additional notes.
The current state of the transaction may or may not have associated UDFs configured for
its criteria. If it does have UDFs configured for its criteria, this field will be enabled, and,
if selected, will prompt the user for the associated UDF values.
UDFs are configured in POS SMS (refer to the POS SMS User Guide for more
information).
The following types of UDFS are supported:
Transaction Order - a UDF input window will pop up when F2 is pressed on the
Main transaction screen.
Transaction Order Line - a UDF input window will pop up when a Sale or Order line
is added to a transaction.
Transaction Shipment Line - a UDF input window will pop up with a Sale line is
added to the main transaction, or when an Order line is Shipped on the Order
Shipment screen.
Transaction Shipment Line Serial Lot - a UDF input window will pop up after a
Sale line with a Serial/Lot item is added to a transaction, or when a Serial/Lot item is
shipped from the Order Shipment screen.
Up to 12 User Defined Fields can be configured for each of the above object types. These
are further broken down by the following data types:
String - allows input of text.
Decimal - allows input of a decimal number
Integer - allows input of an integer.
When a POS operation is performed that meets criteria defined by the current state of
UDFs, prompts for UDF values will be presented to the user.
Description of Fields on the screen: User Defined Field Maintenance
180
Transaction Menu
Field Name
The name of the field on the database table.

Read Only.
Apply to Object
The Object that this field is applicable to.

Read Only.
Data Type
The data type of the field. Valid values are: String, Decimal,
Integer.
Read Only
Label
This is the field label displayed on the UDF input screen in POS
Station.
Prompt
Additional information regarding the field that will be displayed

to the user when an error or warning pop up window occurs.
Display Option
Specifies whether the UDF is displaying under all conditions, or

only when specific criteria is met.
Valid values:
Always
On Critiera
Display Order
When there is more than one UDF configured, the Display Order
provides a means to control the order of the fields on the
screen.
Default Value
A default value can be assigned to the field.
Reference List
A User Defined Reference List can be assigned to a UDF field.

The user then only needs to select a value from the list.
Validation String
This field allows a Regular Expression to be defined which will

be used to validate the value entered into the field.
Active
Indicates whether the UDF field is active or not.

If this is un-ticked, this UDF field will not be used in POS
Station.
Required
If this is ticked, a value must always be provided for the UDF,

i.e. it is flagged with a red asterisk as a Required field in POS
Station.
Criteria
Use the Add, Edit or Delete buttons to provide Criteria that

must be met before this UDF will display.
Criterion that can be selected are:
Transaction Type
Branch
181
Is Account Customer
Customer Code
Customer Type
Transaction Total
Is Return Line
Item Code
Item Group
Item Resource
Note: If multiple criteria | Operator | Value rows exist for a

UDF, each row will be treated as an "OR" or independent of
other rows, they do not imply that all sets of conditions have to
be met before the UDF is valid.
Operator
Value
Valid values are:
= - for example Customer Code = ABC001 will trigger the

UDF only when the Customer is ABC001
Like - for example Customer Code Like A% will trigger the

UDF for all Customers that have a Customer Code starting
with A.
Provide the value to be used in conjunction with the Criteria and

Operator fields.
Permissions Required
A User requires the Maintain User Defined Fields permission to be able to create,
edit, or delete UDFs in POS SMS.
A User requires the View User Defined Fields permission to be able to view UDFs
in POS SMS.
There are no applicable permissions for POS Station, that is, if UDFs are configured,
all Users have access use them in POS Station.
If multiple Criteria | Operator | Value rows exist for a UDF, each row will be treated
as an "OR" or independent of other rows, they do not imply that all sets of conditions
have to be met before the UDF is valid.
UDFs will not be prompted for the following transaction types:
quotes
account payments
cash outs
paid outs
182
Transaction Menu
Gross Profit Transaction

Mouse
Transaction Menu > Gross Profit
Keyboard
Gross Profit button in the total section of the POS Station main screen
Assuming the user is associated with a user group that has the view Gross Profit
Permission, this field will show the gross profit percentage of the current transaction.
Furthermore, if the user has rights to do so they can set the price of all items in the
transaction to a manually set gross profit percentage.
Modify the Gross Profit for a transaction

1. Click the Gross Profit button in the total section of POS Stations main screen or
select Gross Profit from the Transaction menu.
2. In the Modify Transaction Gross Profit % dialogue box, set the value in the
Current Gross Profit edit box to reflect the desired value and click OK (or press
F2).
Assuming the user is authorised to conduct a transaction with the specified values and
the items within the transaction are not prevented from the price adjustment (e.g. they
are not prescription items), the price of all lines will be set to reflect the entered gross
profit.
Notes
For this button to be enabled:
The user has to be associated with a user group that has the modify gross
profit permission.
The associated station layout also has to have the Show total gross profit
percentage check box enabled (Refer to the POS SMS User Guide).
Gross profit modification does not prevent authorisation checks being imposed
(See POS SMS User Guide > Enterprise Manager > Site Tools > Security ).
How Gross profit ( GP ) is calculated is based on the POS SMS > POS Enterprise
Manager > Company settings > Epicor General Settings > Calculate Profit Margin
On setting (Which is a setting read from Epicor > Configuration list > Sales Order
Entry > Profit Margin Calculation).
183
Transaction Discount
Mouse
Transaction Menu > Transaction Discount
Keyboard
Alt+t+d or Alt+d
Assuming the user is associated with a user group that has the Enter Manual Discount
Permission, this field will display the Transaction - Discount Detail screen where the
user can set a Discount Percentage or Discount Amount for the header of the
current transaction. If a Discount Percentage is entered the percentage will show on the
Transaction Header. If a Discount Amount is entered the amount will be displayed in the
Totals section of the transaction after the transaction has been saved.
Discount Percentage
184
Transaction Menu
Discount Amount
Promotion Code
Mouse
Transaction Menu > Promotion Code
Keyboard
Initialise a Promotion Code Fast Action, where the promotion Code has not been included
Trigger a Buy x Get Y deal
Press the Promotion Code Fast Action key
The POS Promotions feature allows promotional deals to be defined in POS SMS. A Deal
can be configured to require a Promotion Code. If a Deal is configured to require a
Promotion Code, the Code must be entered in POS Station in order for the customer to
receive the deal pricing.
The Promotion Code Entry dialogue box will automatically prompt the Station operator
to enter a Promotion Code, if required. A Promotion Code Fast Action key provides
another means of entering a Promotion Code in POS Station.
Enter a Promotion Code

1. Open the Promotion Code Entry dialogue box as follows:
The dialogue box will open automatically if the current Deal which you are
processing requires a Promotion Code. The dialogue box text will state: "Deal
[Deal Description] requires a Promotion Code to be entered".
OR:
185
You can manually open the Promotion Code Entry dialogue box, by clicking
Promotion Code on the Transaction menu.
OR:
Press the Promotion Code Fast Action key.

Note
If a Promotion Code value was included on the Fast Action in POS SMS, the
Promotion Code Entry dialogue box will not be displayed in POS Station,
and the Station operator will not be required to type a Promotion Code.
However, if a Promotion Code was not included on the Fast Action in POS
SMS, the Promotion Code Entry dialogue box will be displayed, and the
Station operator is required to type a Promotion Code.
2. Type a valid Promotion Code from an active Deal in the Enter Promotion Code text
box.
3. If you want to see all Promotion Codes that have been entered for the current
transaction, click View all Promotion Codes for Transaction. All Promotion
Codes currently saved on the transaction will be displayed on the Transaction
Promotion Codes screen. Click OK to dismiss this screen.
186
Transaction Menu
Select a Salesperson
Mouse
Transaction Menu > Salesperson
You can select the Salesperson to be recorded against the transaction.
Select the salesperson to be recorded against the transaction

1. On the Transaction menu on the main screen, click Salesperson.
2. On the Salesperson screen, select the required Salesperson from the drop-down
list.
187
Select a PO Number
Mouse
Transaction Menu > PO Number
Keyboard
Press Alt+P
You can select the customer's PO number to be recorded against the transaction. If the
currently selected customer on the transaction has the PO Number Required check
box selected, then this field is required.
Select a PO Number
1. On the Transaction menu on the main screen, click PO Number. (Keyboard
shortcut: Alt+P)
2. On the PO Number screen, type the PO Number.
188
Transaction Menu
Loyalty/Gift/Rewards Card
Mouse
Transaction menu > Loyalty Card (for Rewards card also)
Transaction menu > Gift Card
Keyboard
Press Ctrl+Shift+L / Ctrl+Shift+G on the main screen
POS can be configured to integrate with outside providers of Loyalty/Gift/Rewards Card

services. Configuration of Third Party Loyalty is done in POS SMS making it available in
POS Station.
When Third Party Loyalty has been configured in POS SMS the following functionality
is provided in POS Station.
Transaction Menu has extra options : Loyalty (Rewards) Card and Gift Card
Selecting Loyalty Card displays the dialog for scanning Loyalty/Rewards

Cards. When the card is scanned the data is retrieved from the provider and
displayed in the bottom left section of the main screen.
Selecting Gift Card displays the dialog for scanning Gift Cards. When the card is
scanned the data is retrieved from the provider and displayed in the bottom left
section of the main screen.
Dynamic content area in bottom left of main screen displays the additional tabs
Loyalty Card and Gift Card. These tabs enable the POS Station operator to enter a
card number for verification of Points Balance/Currency Balance on the cards or
when the operator scans a card number via the Transaction Menu options the details
of the scanned card will be displayed here.
If Prompt for Loyalty Card has been configured on the Station Layout in POS SMS
then the Loyalty/Rewards Card dialog described above will be displayed when a
payable transaction is saved in Station. This acts as a reminder to the POS Station
Operator to ask the customer if they have a Loyalty/Rewards card that can be
scanned so that the customer can take advantage of the Third Party Loyalty points or
any Rewards discounts/points.
If a Payment Method has been configured in POS SMS with Payment Type of Gift or
Loyalty Card then the customer can present either their Third Party Gift or Loyalty
Card to be used for Payment for a transaction. In the case of provider being Givex
their Loyalty cards have both a points balance and a currency balance and can
therefore be used for payment if the currency balance is sufficient or in conjunction
with another payment method if there is not enough on the currency balance.
189
Void
About Voiding Transactions
Epicor POS Transaction Model: Order + Shipment + Payment
A Void is the exact reverse transaction of a Sales transaction containing sales lines (a
Void is not applicable to Order lines). The Order and Shipment and Payment Components
of this transaction are automatically generated.
The Shipment is like a mirror of the Order, with each Shipment line applied to its
equivalent Order Line.
Voiding Sales Transactions with Store Credits
When a sale is retrieved that contains one or more Store Credits that have been spent as
a result of the sale, and the operator selects the Void button, POS voids the transaction
and automatically re-issues the same Store Credit number.
It is possible to have a transaction that contains both Store Credits Issued and Spent on
a single sale. This typically occurs if the Issue Another Store Credit as Change option
is selected when the Store Credit is being used as a payment method (i.e. is being
spent) and the Store Credit is a greater value than the transaction sale value. In this
case, POS will spend the Store Credit given by the customer and issue another Store
Credit for the change value.
If such a sale is retrieved and voided, POS will automatically:
void any Store Credits that have been issued, and
re-issue the same Store Credit numbers.
Voiding EFT-Integrated Transactions

POS does not currently support Void transactions for integrated EFT. However, If
Heartland has been configured as the payment processor on the Options screen,
transactions containing an EFT Payment Method can be voided, provided they have not
been processed by the bank (which happens automatically when the shift is closed).
When a Void transaction is initialised (i.e. the operator clicks Void on the retrieved
transaction screen), POS calls the Swipe screen on the Ingenico Device. When POS
receives the card number, it passes it to the Heartland system to process the Void
transaction.
Note
An EFT-integrated transaction cannot be removed from a transaction after the
transaction has gone through to the bank.
User Security
190
Transaction Menu
Process Void permission

The Process Void permission is required to be able to Void transactions in POS Station.
Without this permission all Paid Out menu options are visible but disabled ('greyed out'),
191
Voiding a Transaction
Mouse
Transaction Menu > Retrieve > Search & Select > Void
A Void is the exact reverse transaction of an existing Sales transaction.
Void a transaction
1. On the Transaction menu, point to Retrieve and then click Sales. Use the
Transaction Search screen to locate and select the Sales transaction that you wish
to void.
2. On the Main screen, click Void, and then click Yes to confirm.
All items on each line will be automatically reversed. The quantity will become
negative, and the price will become negative.
3. Press F2 to complete.
Notes
If the original transaction contained an Integrated EFT Payment the Void is not
allowed, unless Heartland has been configured as the payment processor on the
Options screen. EFT-integrated transactions with Heartland as the payment
processor can be voided, provided they have not been processed by the bank
(which happens automatically when the shift is closed). Once the transaction has
gone through to the bank it can no longer be voided, even if Heartland is
configured as the payment processor.
Only transactions from the currently open Shift can be Voided. Transactions from
closed shifts cannot be Voided.
Transactions containing Order Lines cannot be Voided.
192
Lines Menu
Insert New Line
Mouse
Select Lines > New from top menu bar
Or: Right-click the Transaction line > select New
Keyboard
Press Insert
The new line will be appended to the grid ready for the user to enter an item code. This
functionality is the same as using the tab key to create an extra line in the POS Station
main grid.
193
Edit a Line
Mouse
Click a line in the transaction > select Lines menu > Edit
Or: Double-click the Transaction line
Or: Right-click the Transaction line > select Edit Line
Editing a line on a transaction allows an operator to modify the quantity, price and
discount if required (subject to security).
Edit a line in a transaction

1. Use one of the navigational methods described above, these will result in the
Transaction Line Detail screen being displayed.
2. Change details on the line as required.
3. Click OK to save the changes and return to the Main Transaction screen. Prices on
all lines on the grid are recalculated if the Quantity or UOM was changed as a price
break may have been reached. any lines that already have a manual price override
will not be affected. The discount on any line that has had a manual discount
override will not be affected.
Detailed information on fields: Transaction Line Detail screen

Item Details
Item Code
Read Only.
The Item Code on the current transaction line
If the Item Type is [I] Inventory, [L] Lot Bin Tracked or [S] Serial
Lot Tracked, then the associated information button will open the
Item Details form otherwise the button is disabled.
Item Code info

icon
Line No
Click to display the Item Detail screen. This will display details such
as:
Pricing information eg. Prices levels, quantity breaks, Promotion

details.
Alternate Codes
Tax Code
Other Inventory settings eg. Allow Fractions, Serial Track.
Read Only.
The line number within the current transaction.
Description
Read Only - unless the item type is Miscellaneous, then it is editable.

The description of the item on the line.
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Lines Menu
Item Type
Read Only.
The item type for the item being edited. Possible values are:
Inventory
Miscellaneous
Lot Bin Tracked
Serial Tracked
Different Item Types cause this form to behave differently

Line Type
Read Only.
This type of line in the transaction, possible values are:
Sale
Return
Different Item Types cause this form to behave differently

Line Type
ellipsis
Click the Line Type ellipsis.

A pop up screen will display that will allow the Line Type to be
changed.
If changing from a Sale to a Return, the Return Reason and Return
Note fields will become enabled.
Sales Person
Individual Sales Persons can be assigned to each line in a

Transaction. This data is integrated into the Epicor Invoice > Lines
> Commission tab where commission percentages are calculated
based on Epicor configuration.
Details
Quantity
Change the quantity if required.
The quantity is the number of units (ie. UOMUnit of Measure) of

the item being sold or returned.
If the item does not allow fractions, this field will only allow
whole values.
When the quantity is changed, The Unit Price is recalculated

unless it has already been manually overridden.
A maximum of 8 digits can be entered.
Quantity
details
At the time of writing this button was not yet functional.
Manual Price
Read Only.
Click the details button to change the amount in this field.
Manual Price
Click the Manual Price details button to display the Manual Price
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details
screen.
Manual
Discount
Read Only.
Manual
Discount
details
Click the Manual Discount details button to display the Manual

Discount screen.
UOMUnit of
Measure
Type in the UOM if known, or use the Search icon to select an UOM
from a list.
UOM Search
icon
Tax Code
Tax Code
search icon
Click the details button to change the amount in this field.
When the UOM is changed, the Unit Price is recalculated unless it

has already been manually overridden.
The UOM for an item can only be changed to a valid Alternate

UOM for that item (or back to the Standard UOM for that item).
The Unit Price and Unit Discount (If Fixed Amount) now apply to
the new UOM, so they should automatically be converted based
on the conversion factor of the new UOM. For example, if an
item has a price of $6.00 and an UOM of EA (each), and the UOM
is changed to C (hundreds), the new price will be $600.00.
If the Item Type of the item is Lot Bin Tracked, or Serial Tracked
then the UOM will be disabled.
Click the UOM Search icon to search and select another UOM for the
line.
If the item type is Miscellaneous, all UOMs are available for

selection.
If the Item Type is Inventory then only the base UOM and
Alternative UOMs for that item are available in the list.
If the Item Type is Lot Bin Tracked, or Serial Tracked the UOM
search icon is disabled.
Type in a new tax code or use the search icon and select a tax code,
if required.
The Tax Code is applied to the Price and Discount.
The initial value for the Tax Code is determined using Tax Code
mapping logic.
When the Tax Code is changed, the three totals fields are
updated.
Click the search icon to display the Tax Code search screen.
Totals
All Totals fields are Read Only.
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Lines Menu
Unit Price
The Unit Price on the item where one unit is one of the specified
UOM. This is calculated using pricing logic.
This value will either be tax inclusive, exclusive or exempt based on
the Tax Code field of the item.
Clicking on the associated info button opens the Transaction Line
Price / Discount Detail form
Unit Price info

icon
Click on the Unit Price info icon to display details on the calculations
used to derive the Unit Price.
Discount %
The discount percentage applied to this item.
Discount %
info icon
Click on the Discount % info icon to display details on how the

Discount % was calculated.
Unit Final
Price
The price that the customer will be required to pay for the item.
Unit Final
Price info icon
Click on the Unit Final Price info icon to display details on the
calculations used to derive the Unit Final Price.
Total Exc Tax
The Unit Line Price Excluding Tax.

This is the Unit Price Excluding Tax less the Unit Discount Excluding
Tax.
Total Tax
The Unit Line Tax.

This is the Unit Tax less the Unit Discount Tax.
Total Inc Tax
The Unit Line Price Including Tax

This is the Unit Price Including Tax less the Unit Discount Including
Tax.
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Add Menu
Add an Item to a Sales Line
Mouse
Lines menu > Add > Inventory Item - Sale
Or: Right-click Items Grid > Add > Inventory Item - Sale
Or: Click the Item search icon
Keyboard
Press Ctrl+F on a new line (press Ins to go to a new line) in Item Grid
Or: Press F3 from anywhere on the main screen to display the inventory Search screen
Or: Use the Fast Keys or Direct Entry: Click/press a Fast Key, or type the item code into the grid
Scanner
Scan the barcode of the item
Add an inventory item to a transaction

1. Select the Add Inventory Item option, or (use one of the methods described
above to add an item to the transaction).
2. All items are added with a default quantity of 1 (unless the quantity has been
specified when selecting the item from the Inventory Item search screen).
3. If the Quantity field has been enabled in the Station Layout in POS SMS, the
operator will be able to edit the quantity directly on the Item Grid line. If it is not
enabled, the operator will need to edit the transaction line to change the quantity.
Note
If the Consolidate Transaction Lines setting is enabled in POS SMS, sale lines
added to a transaction in QSI or non-QSI modes will be consolidated if they have the
same Item Code, UOM, and Location Code.
The following types of lines are not consolidated:
Lines added using a Scale Barcode.
Lines from external sources, e.g. Prescription Lines.
Lines added to a transaction via the Auto-Return feature.
Add a Zero Price item to a transaction

Inventory Items may be set up with a zero price because they are promotional in nature
and do not need a price, or they are items where the price is determined at the time of
sale. Several optional settings can be configured in POS SMS to control how POS handles
zero price items when they are added to a transaction.
When an item is added with a zero price, these settings can optionally:
assign a default Manual Price Reason (this can be changed by the operator if
required)
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Lines Menu
prompt the operator to enter a price for the item before the item is added, or if this
setting is not enabled, the item will be added to the transaction with a zero price (a
price can still be manually assigned)
override normal Authorisation rules (for price increase/decrease) for prices on these
items
Add a Serial/Lot item to a transaction

When a Serial/Lot Bin tracked item is added to a transaction, the screens that are
automatically displayed are determined by the Station Layout settings in POS SMS, as
follows:
Prompt for Serial Lot Tracked Items

If this setting is selected in POS SMS, the Serial Lot Tracking Detail screen will be
automatically displayed when a Serial/Lot item is added to a transaction (not
applicable to Orders and Quotes). If this setting is cleared, the Serial Lot item will be
flagged with an error icon when added to a transaction. The error icon will be
displayed until a serial/lot number has been selected for the item.
Automatically Default Lot / Bin Information

If this setting is selected in POS SMS, POS Station will use the Bin No setting
(Enterprise) or the Primary Bin setting (Vantage) - if defined - to automatically
create a Lot/Bin record for each Lot Bin Tracked item added to a transaction. If this
setting is cleared, a Lot Bin Tracked item will be flagged with an error icon when
added to a transaction. The error icon will be displayed until a serial or lot/bin
number has been selected for the item.
Prompt for Quantity on Non Serial Lot Tracked Items

If this setting is selected in POS SMS, the Modify Quantity screen will open each
time an Inventory Item (which is not a Serial/Lot item) is added to a transaction. If
this setting is cleared, items are added to the grid with a default quantity of 1, and
the operator can change the quantity on the line, or via the Transaction Line
Detail screen, or via the Modify Quantity screen (F4).
Prompt for Quantity on Serial Lot Tracked Items

If this setting is selected in POS SMS, the Modify Quantity screen will open each
time a Serial/Lot Inventory Item is added to a transaction. If this setting is cleared,
items are added to the grid with a default quantity of 1, and the operator can change
the quantity on the line, or via the Transaction Line Detail screen, or via the
Modify Quantity screen (F4).
Notes
Check with your Systems Administrator (or Admin user) if you are unsure which
Serial Tracking mode is being used at your site.
The Automatically Default Lot / Bin Information setting in POS SMS, in

conjunction with the Serial Lot/Bin Tracking mode (Yes, Relaxed, or No),
determines how Lot/Bin shipment records are created.
If the Automatically Default Lot / Bin Information setting is selected on the

Station Layout screen in POS SMS, two option buttons become enabled, which
determine when the automatic defaulting of the Lot/Bin information takes place:
When only one bin exists: If this option is selected, the automatic
defaulting of Lot/Bin will not take place if there are more than one Lot/Bin
available. In that case the Station operator must manually select the Lot/Bin
to use.
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Always: If this option is selected, the automatic defaulting of Lot/Bin

information will take place regardless of the number of Lots/Bins that are
available.
Edit an Item on a Line

The following functions can be performed on an item on a line:
Apply a discount to the item
Change the Price of the item
Change the Line Type (i.e. change between Sale, Return and Order line types)
Edit the line to change the Quantity, UOM, or Tax Code
Edit the line to change the Salesperson
Delete the line
Negative Stock
A Branch setting in POS SMS - Allow Negative Stock - determines whether an item
can be sold if the quantity being sold will result in the item having a negative stock
value.
If this check box is selected, inventory items in POS Station will be allowed to be sold
even if they result in negative stock. When this setting is selected, it is used in
conjunction with the value assigned to the Negative Stock Warning setting to
determine what level of warning (if any at all) is issued at POS Station - see this
setting below for more details.
If this check box is cleared, negative stock scenarios are not allowed. That is,
inventory items added to a transaction in POS Station with a quantity that will result
in a stock on hand quantity that is negative, will be prevented from being sold. When
this occurs, the line(s) resulting in negative stock will be flagged with an error icon
. When the mouse cursor hovers over the icon, an error message will be displayed,
along with the current quantity in stock.
If the Allow Negative Stock check box is selected, the following options are available
to control the behaviour of the interface in POS Station when a Negative Stock scenario
occurs.
No Warning - the transaction will complete without issuing any warnings or errors.
Line Warning - the item will be flagged with a warning icon . When the mouse
cursor hovers over the icon, a Negative stock message will be displayed along with
the current stock level.
Transaction Warning - when F2 is pressed to save a transaction, and one or more

items will result in negative stock, a pop up window will display a list of all items in
the transaction that will result in negative stock. The User can press OK to continue.
Line and Transaction Warning - this setting will use both the Line Warning and
Transaction Warning as described above. That is, each item with negative stock will
be flagged with a warning icon on the line, and, the user will also receive a pop up
warning message when the transaction is saved.
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Lines Menu
Note
The columns displayed on the Item Grid are defined on the Station Layout used by
the Station as configured in POS SMS.
User Security

Inventory Item menu option are visible but disabled ('greyed out'), and therefore not
selectable, and Fast Keys will not be displayed.

transactions in POS Station. Without this permission the Lines > Add Inventory Return
Line menu option is visible but disabled ('greyed out'), and therefore not selectable, and
the Line Type in the Transaction Line Detail screen cannot be changed to Return.
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Add an Item to a Return Line

Mouse
Lines menu > Add > Inventory Item - Return
Or: Right-click Items Grid > Add > Inventory Item - Return
Keyboard
Highlight a sales line, press F9 (toggle the Line Type)
Or: Use the Fast Keys or Direct Entry: Click/press a Fast Key, or type the item code into the grid, and
press F9
Scanner
Scan the barcode of the item, press F9
A negative line on a Sales transaction is referred to as a Return line. Sales that contain a
mixture of Sale and Return lines may be referred to as an Exchange.
Add an Inventory Return Line

1. Use one of the above navigation methods to add an Inventory Return line.
Alternatively, edit a Sales line that has already been added to the transaction, and
change the Line Type to Return.
2. When the item is added to the Items Grid it is coloured red to indicate that it is a
negative line.
Return of Serial/Lot Items
If the Return line is for a Serial/Lot item, serial/lot numbers are required to be entered.
When Serial Tracking is in either Yes mode or Relaxed mode, the serial/lot number is
entered as free text, therefore minimal validation of this input takes place. However, a
check is performed to ensure that the Serial Number entered is not recorded as already
in stock in POS. Attempting to return a serial number already in stock is not permitted,
because not only does this not make sense, it will also cause errors when integrating to
Epicor.
Notes
If the sum of the Sale lines is greater than the sum of the Return lines, the Sale is
referred to as a Sale. If the sum of the Return lines is greater than the sum of the
Sale lines, the Sale is referred to as a Return.
When adding multiple Inventory Return items on the Inventory Search screen,
the Return Reason screen will appear once. After a reason has been selected,
this reason will be applied to all items being returned. If any of the items have a
different return reason, that line should be edited and the reason on that line
changed.
Manual Return of Lot Bin Tracked Items (Epicor 9)
If the Return line is for a Lot Bin Tracked item a Bin and Lot number are required.
If it is for a Bin Tracked only item then only a Bin number is required.
If the Return is being done for a Lot Bin Tracked item where the whole Lot has been
sold out then the operator must create a new Lot Bin record via the Create New
button on the Transaction Line - Lot Bin Tracking Detail screen. The Create
New Lot Bin For Manual Return dialog is displayed.
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Lines Menu
Notes
POS does not distinguish between Bin Tracked only and Lot Bin Tracked, therefore
the POS Operator needs to be aware whether the item is Bin Tracked only in
Epicor 9 or Lot Bin Tracked.
On the Create New Lot Bin For Manual Return dialog enter the required data and
click OK to proceed with the return line.
User Security

Inventory Item menu option are visible but disabled, and therefore not selectable, and
Fast Keys will not be displayed.

transactions in POS Station. Without this permission the Lines > Add Inventory
Return Line menu option is visible but disabled, and therefore not selectable, and the
Line Type on the Transaction Line Detail screen cannot be changed to Return.

Unlimited - a User can add a Return line of any amount (provided they have the
Process Return permission).
Limited by amount - a User can add a Return line up to an amount. If the amount
is exceeded authorisation is required and an Authorisation Required screen will
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transaction by entering their Password. The Price will not be accepted unless the
authoriser's password is entered.
Note
The Return Amount authorisation is applied when the transaction is saved. The
summed value of all return lines on a transaction is checked to determine whether
authorisation is required. The authorisation check occurs regardless of other line
types on the transaction and regardless of how the return lines were added (i.e.
whether they were manually added or added via an Auto Return).
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Lines Menu
Add an Item to an Order Line

Mouse
Lines menu > Add > Inventory Item - Order
Or: Right-click Items Grid > Add > Inventory Item - Order
Keyboard
Set the default Line Type for the transaction to Order, then press Ctrl+F on a new line (press Ins to
go to a new line) in Item Grid
Or: Press F3 from anywhere on the main screen to display the inventory Search screen
Or: Use the Fast Keys or Direct Entry: Set the default Line Type for the transaction to Order, then
click/press a Fast Key, or type the item code into the grid
Scanner
Set the default Line Type for the transaction to Order, then scan the barcode of the item
Add an inventory item to an Order Line

1. Use one of the many methods described above to add an item to the transaction.
2. All items are added with a default quantity of 1 (unless the quantity has been
specified when selecting the item from the Inventory Item search screen, or
Transaction defaults have been defined for the item).
3. If the Quantity field has been enabled in the Station Layout in POS SMS, the
operator will be able to edit the quantity directly on the Item Grid line. If it is not
enabled, the operator will need to edit the transaction line to change the quantity.
Add a Serial/Lot item to an Order Line

When a Serial/Lot Bin tracked item is added to an Order Line, you are not required to
select the Serial Numbers. Serial number details only need to be selected when an Order
Line is Shipped.
Editing an Item on a Line
The following functions can be performed on an item on a line:
Apply a discount to the item
Change the Price of the item
Change the Line Type (i.e. change between Sale, Return and Order line type)
Edit the line to change the Quantity, UOM, or Tax Code
Delete the line
Note
The columns displayed on the Item Grid are defined on the Station Layout used by
the Station as configured in POS SMS.
User Security
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The Process Order permission is required to be able to process Order lines on Sales
transactions in POS Station.
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Lines Menu
Add a Miscellaneous Sale Item

Mouse
Lines menu > Add > Miscellaneous Item - Sale
Or: Right-click Items Grid > Add > Miscellaneous Item - Sale
Keyboard
Press Ctrl+M
A sales transaction line with a Miscellaneous item on a POS transaction is referred to as

a Miscellaneous Sales line.
Note
If the sum of the Sale lines is greater than the sum of the Return lines, a transaction
is referred to as a Sale. If the sum of the Return lines is greater than the sum of the
Sale lines, a transaction is referred to as a Return.
Add a Miscellaneous Sales Line

1. Select the Add Miscellaneous option (use one of the above navigation methods),
or edit a Miscellaneous item on a Return line and change the Line Type to Sale.
2. The Transaction Line Detail screen will then be displayed.
3. The Item Code is disabled and does not contain a code (the code used during
integration of Miscellaneous items on transaction is defined on the Branch in POS
SMS).
4. Type in a Description for the item.
5. The Quantity will default to 1, change this if more than one of the item is required.
6. Click the Manual Price button to change the price of the Item, if required.
7. Click OK to add the item to the transaction.
User Security
Process Misc Line permission

The Process Misc Line permission is required to be able to add a Miscellaneous Return
or Miscellaneous Sale line in POS Station. Without this permission the menu options are
Misc Line Amount authorisation

The Misc Line Amount authorisation can be set to:
Unlimited - a User can add a Misc Sale line of any amount (provided they have the
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Limited by amount - a User can add a Misc Sale line up to an amount. If the amount
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Lines Menu
Add a Miscellaneous Return Line

Mouse
Lines menu > Add > Miscellaneous Item - Return
Or: Right-click Items Grid > Add > Miscellaneous Item - Return
A negative line with a Miscellaneous item on a Sales transaction is referred to as a

Miscellaneous Return line.
Note
If the sum of the Sale lines is greater than the sum of the Return lines, a transaction
is referred to as a Sale. If the sum of the Return lines is greater than the sum of the
Sale lines, a transaction is referred to as a Return.
Add a Miscellaneous Return Line

1. Select the Add Miscellaneous Return option (use one of the above navigation
methods), or edit a Miscellaneous Sales line on a transaction, and change the Line
Type to Return.
2. The Transaction Line Detail screen is then displayed.
3. The Item Code is disabled and does not contain a code (the code used Miscellaneous
items on transaction is defined on the Branch in POS SMS).
5. The Quantity will default to -1, change this if more than one of the item is to be
returned.
7. Press F2 or Click OK to add the item to the sale.
8. A pop up window will then be displayed to select the Return Reason. Select a
Return Reason and press F2.
9. The item is added to the Items Grid as a red coloured line - this enables it to be
easily identified as a Return line at a glance.
User Security


209

Unlimited - a User can add a Misc Return line of any amount (provided they have the
Limited by amount - a User can add a Misc Return line up to an amount. If the
amount is exceeded authorisation is required and an Authorisation Required
screen will display. The Authorisation screen will display a list of Users that can
authorise the transaction by entering their Password. The Price will not be accepted
unless the authoriser's password is entered.
Note
The Return Amount authorisation only applies to each line, and not the total amount
of the returned lines on a transaction.
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Lines Menu
Add a Miscellaneous Order Item

Mouse
Lines menu > Add > Miscellaneous Item - Order
Or: Right-click Items Grid > Add > Miscellaneous Item - Order
Keyboard
Press Ctrl+M
A Sales transaction with an Order Line that has a Miscellaneous item is referred to as a
Miscellaneous Order Item.
Add a Miscellaneous Order Item

1. Select the Add Miscellaneous option (use one of the above navigation methods).
2. The Transaction Line Detail screen will then be displayed.
3. The Item Code is disabled and does not contain a code (the code used during
integration of Miscellaneous items on transaction is defined on the Branch in POS
SMS).
5. The Quantity will default to 1, change this if more than one of the item is required.
7. Click OK to add the item to the transaction.
User Security


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211
Prescription
About Prescriptions
Prescriptions are initially created in an external system, called Winifred (Windows Fast
Reliable Easy Dispense). Winifred is a Windows-based dispensing system used by many
pharmacies across Australia.
The POS Prescription Monitor runs in the background. It detects new and edited
prescriptions in Winifred, and then integrates this prescription data to Epicor POS.
Settings such as the polling interval (how often the Prescription Monitor checks for new
prescription data) are assigned in POS Site Management System (POS SMS).
Prescription Lines can be searched and can be selected and added to a sales transaction
in Epicor POS. The sales transaction may also include other non-prescription items, e.g.
over-the-counter (OTC) items.
Normal Prescriptions
The Prescription Lines Search screen (also referred to as the Home key screen) enables
an operator at a POS Station to search for a prescription and to select one or more
normal Prescription Lines to be added to a sales transaction. This screen is displayed
when the operator presses the Home key, or uses one of the relevant menu options.
When a Prescription Line is added to a sales transaction, the system validates the APN
(the unique identifier of the Prescription item in Winifred). If a matching inventory item
is found, that item code will be used in the POS transaction. If a matching inventory item
cannot be found in Epicor POS, the default Miscellaneous Prescription Item code will be
used (this is defined for each Branch in POS SMS).
Note
The Alerts feature within POS allows the system to be configured to generate an alert
when a sale line is created using the Misc Item code. This enables non-matching APN
and Epicor Inventory Item Codes to be easily corrected.
Editing a Prescription Line

A Prescription Line cannot be edited in Epicor POS. If changes to the Prescription are
required (e.g. drug name, quantity, etc.), it should be removed from the sale (if it has
already been added), and the required changes made in Winifred.
The edited Prescription is then re-integrated to POS. It can be selected from the Home
key screen (the original Prescription is not displayed) and added to the sales transaction.
Note
If a Prescription is edited in Winifred, and the Prescription line has already been
added to a transaction in POS, it has a Locked status and cannot be updated by the
Prescription Monitor. To ensure that the update is still available in POS, a reversal of
the original Prescription Line will be created, and a new Prescription Line containing
the updated information will be created and available for selection via the Home key.
These two lines can then be added to the transaction to ensure that the information in
POS is always accurate.
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Lines Menu
213
Owing Prescriptions
An Owing Prescription is a prescription that has been created in Winifred without a
physical prescription form being presented to the pharmacist. That is, the Prescription is
still "owing". From the point of view of Epicor POS, an Owing Prescription is integrated to
Epicor POS as for any normal Prescription and can be added to a sales transaction via
the Home key screen and processed.
When the Owing Mark Off Script is entered in Winifred, this information is not integrated
to Epicor POS as it does not affect the transaction.
Direct Charge Prescriptions

A Direct Charge (DC) prescription is not paid for via a POS Station. The customer's
account in Epicor is charged directly. Therefore, DC prescriptions do not display in the
Prescription Lines search results. They are automatically processed by the POS
Prescription Monitor Service "behind the scenes", which creates an invoice to the
Customer's Account for the DC Prescription in Epicor.
The Prescription Monitor uses the account number from Winifred to locate a matching
Accounts Receivable Customer Code in the Epicor POS database. If a match cannot be
found, a new Customer Account is automatically created using the unique Account Code
from Winifred. The Customer Type used to create this account is specified in POS SMS >
Branch Maintenance > Prescriptions tab.
Note
If Winifred creates a Prescription as a direct charge, and the patient account number
is blank, the Prescription will be sent from Winifred to POS as a normal prescription
type. This can happen only if an Account has been set up incorrectly in Winifred,
which should happen rarely, if ever.
Zero Price Prescriptions

Zero priced prescriptions are entered in Winifred when the customer is not required to
pay for any portion of the dispensed item, for example if the customer has reached their
Medicare Safety Net amount.
These prescriptions are processed by the POS Prescription Monitor Service and will
bypass the Home key as there is no chargeable component to be added to a sales
transaction.
The HIC/HBF components of the transaction are automatically generated in the
background.
Cancelled Prescriptions
When the script is cancelled in Winifred and has not been included in a completed sales
transaction in Epicor POS:
The Prescription will be cancelled and will not appear in the Prescription Lines screen.
This applies to Normal prescription lines and Direct Charge prescription lines.
When the script is cancelled in Winifred but has been included in a completed sales
transaction in Epicor POS a reversal is required. This is handled as follows:
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Lines Menu
Direct Charge script lines will bypass the Home Key screen and will be processed
automatically as a credit against the customer account and the HIC or HBF account.
Normal script lines will be processed as follows:
Where a refund has to be given to a customer the script line will be available in the
Home Key screen. The operator can search the Home Key screen to locate the
cancelled script, and add it to the POS sale. It will be automatically added as a
Return line. The required credit for the HIC or HBF accounts will also be
automatically generated in the background.
Where no refund is required (i.e. it was a zero value script line to the Customer), the
script line will bypass the Home Key screen and will automatically be processed as a
credit against the HIC or HBF account.
Cancelling a Sales Prescription in POS

When a sales transaction that includes a Prescription Item is cancelled in Epicor POS
(prior to being saved), the Prescription item is returned to the Home Key screen. The
Prescription is then available to be added to another POS sales transaction.
HIC Prescription Component

The HIC (Health Insurance Commission) component of a Prescription represents the
amount that the government subsidises the prescription item for that customer.
Where a government subsidy is applicable, a separate transaction is automatically
generated in the background for integration to Epicor. The HIF Customer Account used in
this transaction is defined for each Branch in POS SMS.
This transaction cannot be viewed via the Home Key, as it does not get added to the
sales transaction for the Customer, but it can be retrieved and viewed via the Retrieve
> Sale option in Epicor POS.
HBF Prescription Component

The HBF (Hospital Benefit Fund) component of a Prescription represents the amount that
HBF subsidises the prescription item for the customer (if they are an HBF member). This
component only applies to certain Prescription items as defined in Winifred.
When this is applicable, a separate transaction is automatically generated in the
background for integration to Epicor. The HBF Customer Account used in this transaction
is defined for each Branch in POS SMS.
This transaction cannot be viewed via the Home key (as it does not get added to the
sales transaction for the Customer), but can be retrieved and viewed via the Retrieve >
Sale option in Epicor POS.
Important
A Prescription can have either an HBF or an HIC component, but not both.
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Maintaining Uncollected Prescriptions

To manage the Prescription List (of unprocessed prescriptions), POS SMS allows the user
to manage the Prescriptions List. Functions available include:
voiding one or more prescription lines so that they no longer show in the Home key
changing the item code (or APN) in case it was not populated from Winifred or was
populated with an invalid code
printing or exporting the list of unprocessed lines
manually posting DC transactions to create invoices prior to the scheduled time.
216
Lines Menu
Add a Prescription to a Sale
Mouse
Lines menu > Add > Prescription
Or: Right-click Items Grid > Add > Prescription
Keyboard
Home key
Add a Prescription Line to a Sale

1. Open the Prescription Lines search screen.
2. Click Search and use the search criteria to search for and select the required
Prescriptions.
3. The Prescription line is added to the POS transaction, with green text to enable it to
be identified as a Prescription line at a glance.
4. Add other Prescriptions or other Inventory Items to the transaction and complete
the Payment details as usual.
Notes
After a Prescription has been added to a transaction, it is no longer displayed in

the Prescription Lines screen (this also applies to a parked transaction).
A prescription line cannot have a discount or price change applied in Epicor POS.
Any changes to a Prescription must be done in Winifred.
If a prescription line requires modification, it needs to be removed from the sale in

POS (i.e. Delete the line), edited in Winifred, and then added to the sale again
(via the Home key).
Zero priced prescriptions do not appear on the Prescription Lines search screen.
The following line functions are disabled on Prescription Lines:
F7 - Discount
F8 - Price
F9 - Toggle Line Type
217

Searching for a Prescription
Mouse
Lines menu > Add > Prescription
Or: Right-click Items Grid > Add > Prescription
Keyboard
Home key
The Prescription Search screen allows searching for a Prescription created in Winifred
(and integrated to POS), using one or more search criteria. The Search Criteria permit
rapid, efficient searching. Once the required prescriptions have been found, they can be
selected and sorted in ascending or descending order.
Important
A Prescription Line cannot be edited in Epicor POS. For more information, see Editing
a Prescription Line.
Using the Search Criteria fields

All search criteria fields can contain complete or partial details (partial details must use
wild cards %), subject to the following constraints:
Criteria can be entered in none, one, or many fields.
Wild cards (%) can be used for faster searching.
The following types of searches can be performed (see the examples):
'Starts With' Wild Card searching, e.g. Sm%
'Ends With' Wild Card searching, e.g. %001
'Contains' Wild Card searching, e.g. %Beach%
Exact Match searching, e.g. Jones
Examples
1: 'Starts with' Wild Card searching
Surname: Sm%
The search results will display all Names starting with 'Sm' eg. Smith, Smithers, etc.
2: 'Ends with' Wild Card searching
Code: %ith
The search results will display all Customer codes ending with 'ith'.
3: 'Contains' Wild Card searching
Item Desc: %eye%
The search results will display all Item Descriptions containing 'eye'.
4: Exact match searching
Script: 89563
The Search results will either display nothing - if no matches are found - or display a
Script with that exact Script number.
5: Multiple search criteria
Surname: B%
First Name: George
218
Lines Menu
The search results will display all Prescriptions that have Surnames starting with B
that also have a First Name 'George'.
Use the Search Criteria to search for a Prescription

1. Type details or partial details (either with or without % as a wild card) in the Criteria
fields, then press Enter, or click the Search button. If some information is known,
entering those details or partial details will narrow the search and assist in locating a
Prescription faster.
Criteria fields.
Select the required Prescription

Do one of the following:
Use the keyboard up and down arrows, highlight the required Prescription, and
press F2 (or tab to the OK button and press Enter).
Double-click the line.
Click once (highlighting the line), and click the OK button (or press F2).
Sort the Prescription Search Results

Each column heading in the Search results section of the Prescription Lines screen can
be used to sort the results.
Click on any column heading to sort the search results in ascending order using the
values in that column.
Click the column again to sort in descending order.
Search and scroll through all Prescriptions

1. To display all Prescriptions, leave the Criteria section blank and press Enter, or click
the Search button.
results list.
4. To select the required Prescription:
use the keyboard up and down arrows, highlight the required Customer, press
click once (highlighting the line), and click OK (or press F2)
Note
Scrolling through all Prescriptions to find a specific prescription is generally not
recommended, particularly if there are a large number of Prescriptions on the
219
database. Using search Criteria fields is faster and more efficient.
Detailed information on fields: Prescription Search criteria

Surname
The Surname entered for the Prescription in Winifred (this does

not necessarily have to correspond to the Surname on the
Customer Account in POS, as a Customer may be paying for
multiple Prescriptions in one transaction).
First Name
The First Name entered for the Prescription in Winifred.
APN
The APN is the unique identifier of the Prescription item in

Winifred.
APN Desc
The APN Description is the description used for the Prescription

item in Winifred.
Item
The Item No is the unique identifier of the Prescription Item in

POS.
Item Desc
The Description of the Item in POS.
Script
The Script number of the Prescription. This is the script number

from Winifred and does not correspond to the script number on
the physical prescription written by the Doctor.
Date
The date the prescription was entered into the system.

Use the drop down calendar to select a specific day.
220
Lines Menu
Create a Customer from a Prescription
Mouse
Select Prescription Line > Lines menu > Create Customer from Prescription
Or: Right-click Prescription Line in a POS transaction > Create Customer from Prescription
After a Prescription Line has been added to a transaction at a POS Station, the Customer
details that have been imported from Winifred can be used to create a Customer Account
in POS (and subsequently in Epicor Accounts Receivable, provided the Customer Type
defined in POS SMS has the AR Account setting enabled).
The Customer Type used to create the Customer Account is defined in POS SMS for
Normal Prescription Customers at the Branch level (this Customer Type is not the same
as the default Customer Type for the Branch).
Create a Customer from a Prescription Line

1. Use the Home key to search and select a Prescription to add to a transaction.
2. Select the Create Customer from Prescription option (use one of the above
navigation methods).
3. The Customer Detail screen will display with all required fields automatically
populated with information derived from the Prescription line imported from
Winifred, and from the Customer Type.
4. Edit details if required, then press F2 to Save.
5. The Customer details will then be automatically populated into the header fields of
the Main Screen in POS.
6. From here, additional Prescription lines can be added, or other items add to the
transaction and the sale completed as normal.
221

Deleting a Prescription Line from a Sale
Mouse
Right-click a Prescription Line in a transaction > Delete
Or: Click a Prescription Line in a transaction > Lines menu > Delete
If a prescription line requires modification, it needs to be removed from the sale in POS,
that is, the line must be deleted, then edited in Winifred, and finall added to the sale
again (via the Home key).
Delete a Prescription Line from a Sale

1. Right-click a Prescription Line in a sales transaction, and then click Delete.
2. Click Yes to confirm. The Prescription Line is removed from the transaction.
Notes
Deleting a Prescription Line removes it from the sales transaction and returns it to
the Prescription Lines search screen. The Prescription is not actually deleted from
POS, just removed from that transaction.
The Prescription is now available to be re-selected for this transaction (via the
Home key), or to be included in another sales transaction.
222
Lines Menu
Delete a Line
Mouse
Lines menu > Delete
Or: Right-click the Transaction line > Delete
Keyboard
Select one or more lines and press Delete
Delete a line from a transaction

1. Select one or more lines (right click in the Items Grid and choose Select All to
highlight all lines).
2. To delete the line(s) either:
press the Del key
right-click anywhere in the Items Grid, then select Delete from the pop up
menu
select Delete from the Lines Menu
3. A message will be displayed, warning you that the selected line(s) will be deleted.
4. Press Enter, or click Yes to delete, tab to No and press Enter or click No to retain
the line(s).
Notes
Deleting lines is not permitted on retrieved Sales or Lay-by transactions that have
a status of completed.
If the cursor is in an editable field on a line such as Quantity, or UOM, it will be

assumed that the User is attempting to delete the value in that field. If the cursor
is in an editable field, press Esc to remove the cursor from that field, then press
the Delete key to delete the line.
223
Modify Quantity
Mouse
Highlight a line in the transaction > Lines menu > Quantity
Or: Double-click the Transaction line and edit the Quantity
Or: Right-click the Transaction line > Quantity
Keyboard
Select the line and press F4
Modify the Quantity for an item on a transaction line

1. Highlight the required line in the transaction, then select the Quantity option (by
using one of the navigation methods above)
2. The Modify Quantity screen will then be displayed.
3. The Quantity fields will default to the value of 1, change to the required Quantity
and press tab.
4. The UOM will default to the standard UOM for the item. If a different UOM is
required, select it from the drop down list.
5. Press F2 or click OK to save.
Detailed information on fields: Modify Quantity screen

Quantity
The number of items being sold.
UOM
The Unit of Measure for the inventory item e.g. EA - each, BX Box.
Serial/Lot
This button is enabled if the item is a Serial Lot item and the
Serial Lot Mode is set to Yes or Relaxed in POS SMS.
224
Lines Menu
Change Discount on a Line

Mouse
Highlight a line in the transaction > Lines menu > Edit > Manual Discount button
Or: Double-click the Transaction line > Manual Discount button
Or: Right-click the Transaction line > Quantity
Keyboard
A discount can be applied to an item in a transaction, without affecting any of the other
items in the transaction. This is done by changing the discount on a line.
Change the Manual Discount on a transaction line

1. Highlight the required line in the transaction, then select the Discount option (by
using one of the navigation methods above).
The Manual Discount screen is displayed, with the Override Discount check box
selected by default, and the Discount Type set by default to Percentage.
2. Select Fixed Amount as the Discount Type, if required.
3. Type an amount in the Discount field (this will either deduct a percentage amount
or a fixed amount from the line total depending on the discount type selected).
4. Select a Reason for the discount from the drop down list.
5. Type in a Note if applicable.
Remove a Discount on an Item on a transaction line

1. Highlight the required line in the transaction, then select the Discount option (by
using one of the navigation methods above)
The Manual Discount screen is displayed.
2. Clear the Override Discount check box.
All fields become read-only and have their values reset to zero, i.e. the discount is
removed.
User Security
Enter Manual Discount permission
The Enter Manual Discount permission is required to be able to enter a Manual
Discount for an item in POS Station. Without this permission the menu options, keyboard
shortcuts and relevant buttons are visible but disabled ('greyed out'), and therefore not
selectable.
225

Discount Percentage authorisation
The Discount Percentage authorisation can be set to:
Unlimited - a User can add a discount of any amount (provided they have the Enter
Manual Discount permission).
Limited by amount - a User can add a discount up to a Percentage limit. If the

can authorise the transaction by entering their Password. The Discount will not be
accepted unless the authoriser's password is entered.
Override Minimum Price permission

The Override Minimum Price permission is required to be able to override the
Minimum Price for an item when the discount applied takes that item below its minimum
price.
When POS detects that an item is getting added to a transaction and the Price is less
than the Minimum Price defined for the item, a pop up screen will display with the
Transaction Price, and the Minimum Price. The User will have two options - either to
accept the Minimum Price by clicking OK, or to click the Override button to accept the
Price below the Minimum Price. If the Override button is selected, the Minimum Price
Override Percentage Authorisation checks will be applied (see below) and if the current
user is not authorised to Override the Price, authorisation will be required.
Minimum Price Override Percentage authorisation
This authorisation determines the maximum amount a user is allowed to enter for a
manual price (as calculated based on the discount percentage entered) that is below the
Minimum Price defined for an item. This authorisation assumes that the permission to
override the minimum price has been set for the current user. The authorisation is based
on the amount under the minimum price as a percentage of the minimum price.
The Minimum Price Override Percentage authorisation can be set to:
Unlimited - a User enter in any amount (less than) the Minimum Price.
Limited by amount - a User can enter a price up to a Percentage limit less than the
Minimum Price. If the percentage limit is exceeded authorisation is required and an
list of Users that can authorise the transaction by entering their Password. The Price
will not be accepted unless an authoriser's password is entered.
Detailed information on fields: Manual Discount screen

Override
Discount
(check
box)
Selected by default. When this check box is selected, all fields in the Manual
Discount screen are editable.
[Discount
Type]
(option
buttons)
Select one of the following option buttons:
226
When this check box is cleared, all fields in the Manual Discount screen are
reset and disabled, and no Manual discount will apply to the line.
Percentage - If Percentage is selected, the Discount amount will be

calculated as a percentage amount to be deducted from the Unit Price of
the item.
Fixed Amount - If Fixed Amount is selected, the Discount amount will

be deducted as a fixed amount from the Unit Price of the item.
Lines Menu
For example:
MCD %
Item
Discount
Type
Unit
Price
Quantity
Discount
Unit
Discount
Amount
Unit
Final
Price
Line
Total
i01
Percentage
60.00
10
6.00
54.00
108.00
i01
Fixed
Amount
60.00
10
10.00
50.00
100.00
The Maximum Cash Discount (MCD) percentage.

The MCD % setting is enabled in POS SMS on the Company Settings
screen. The value of the MCD % field in POS Station is synchronised from
the Epicor database to the POS Central database, and from there to the
Branches and Stations.
If the Station operator tries to apply a discount that exceeds the inventory
item MCD%, a warning icon is displayed in the order line. If the mouse
pointer is paused over the warning icon, a tooltip warning informs the user
that the discount percentage exceeds the MCD percentage. The Station
operator cannot override the MCD setting.
Note: The MCD% depends on the inventory item and the customer. If no
customer is selected in POS Station, the MCD of the Branch cash customer
is used.
Discount
Type in the discount amount.
If the discount type selected is Percentage then the Discount must be a

decimal value between 0 and 100.
If the discount type is Fixed Amount then the Discount must be a

currency value greater than zero and less than the Unit Price.
Reason
Select a Reason for the discount from the drop down list.
Note
Type in further details regarding the Discount.

Discount Reasons can be configured in POS SMS to flag the Note field as
required when that discount reason is used. Therefore, the Note field will
sometimes be a required field depending on the Discount Reason selected.
227
Manual Price Change

Mouse
Highlight a line in the transaction > Lines menu > Edit > Manual Price button
Or: Double-click the Transaction line > Manual Price button
Or: Right-click the Transaction line > Edit > Manual Price button
Keyboard
A manual price change can be applied to an item in a transaction, without affecting any
of the other items in the transaction. This is done by changing the price of an item on a
line.
Change the Manual Price on a transaction line

1. Highlight the required line in the transaction, then select the Price option (by using
one of the navigation methods above).
2. The Manual Price screen will then be displayed.
3. The Override Price check box is ticked by default.
4. Type in an amount in the Price field.
5. The Reason and Note field become enabled. Select a Reason for the price change
from the drop down list.
6. Type in a Note, depending on the Reason selected, this field may be a required
field.
7. Press F2 or click OK to Save and return the main POS screen.
Remove the Manual Price on a transaction line

1. Highlight the required line in the transaction, then select the Price option (by using
one of the navigation methods above).
2. The Manual Price screen will then be displayed.
3. The Override Price check box is ticked by default, click this to un-tick it. All fields
in the pop up window will be changed to Read Only and will have their values reset
to zero i.e. the manual price has been removed.
Gross Profit
This frame enables the user to see and edit the Gross Profit calculations. Gross profit
calculations are used to determine the price at which an item can be sold to a customer,
for sales analysis reporting and to calculate sales person commissions. This frame will
only be visible if the logged on user has the View Gross Profit permission. The Cost
Type entries are integrated from the ERP System. The Unit Cost is instegrated from the
ERP system also. The resulting Gross Profit entry is calculated based on the Cost Type,
the manual price entered, and the Unit Cost.
User Security
228
Lines Menu
Enter Manual Price permission

The Enter Manual Price permission is required to be able to enter a Manual Price for an
item in POS Station. Without this permission the menu options, keyboard shortcuts and
relevant buttons are visible but disabled ('greyed out'), and therefore not selectable.
Increasing and decreasing a price on an item is also subject to Price Increase Percentage
Authorisation, and Price Decrease Percentage Authorisation (see below).
Price Increase Percentage authorisation
The Price Increase Percentage authorisation can be set to:
Unlimited - a User can increase a price up to any amount (provided they have the
Enter Manual Price permission).
Limited by amount - a User can enter a price up to a Percentage limit. If the

can authorise the transaction by entering their Password. The Price will not be
accepted unless an authoriser's password is entered.
Price Decrease Percentage authorisation

The Price Decrease Percentage authorisation can be set to:
Unlimited - a User can decrease a price to any amount (provided they have the Enter
Manual Price permission).
Limited by amount - a User can decrease a price based on a Percentage limit. If the
can authorise the transaction by entering their Password. The Price will not be
accepted unless an authoriser's password is entered.
Note
This authorisation is used in conjunction with the Minimum Price Override Percentage
authorisation.
Override Minimum Price permission

The Override Minimum Price permission is required to be able to enter a Manual Price
for an item that overrides that items Minimum Price.
When POS detects that an item is getting added to a transaction and the Price is less
than the Minimum Price defined for the item, a pop up screen will display with the
Transaction Price, and the Minimum Price. The User will have two options - either to
accept the Minimum Price by clicking OK, or to click the Override button to accept the
Price below the Minimum Price. If the Override button is selected, the Minimum Price
Override Percentage Authorisation checks will be applied (see below) and if the current
user is not authorised to Override the Price, authorisation will be required.
Minimum Price Override Percentage authorisation
This authorisation determines the maximum amount a user is allowed to enter for a
manual price that is below the Minimum Price defined for an item. This authorisation
229

assumes that the permission to override the minimum price has been set for the current
user. The authorisation is based on the amount under the minimum price as a
percentage of the minimum price.
The Minimum Price Override Percentage authorisation can be set to:
Unlimited - a User enter in any amount (less than) the Minimum Price.
Limited by amount - a User can enter a price up to a Percentage limit less than the
Minimum Price. If the percentage limit is exceeded authorisation is required and an
list of Users that can authorise the transaction by entering their Password. The Price
will not be accepted unless an authoriser's password is entered.
Detailed information on fields: Manual Price Change screen

Override Price
Ticked by default. When this is ticked, all fields in the Manual Price
screen will be editable.
When this is un-ticked all fields in the Manual Price screen will be
reset and disabled i.e. no Manual price will apply to the line.
Price
Type in a new price.

This price will override all other prices that apply to the item.
Reason
Select a reason for assigning a manual price to this item from the
drop down list.
This field is enabled after the price has changed, and the operator
tabs off the Price field.
Note
230
Type in a Note if there are further details regarding the price

change on this item.
Lines Menu
Change Line Type

Mouse
Highlight a line in the transaction > Lines menu > Edit > Line Type button
Or: Double-click the Transaction line > Line Type button
Or: Right-click the Transaction line > Edit > Line Type button
Keyboard
The Line Type option provides an easy shortcut to change a line from a Sale line, Order
Line or a Return line.
Change the Line Type on a transaction line

1. Navigate to the Line Type screen (using one of the methods above).
2. Select a Line Type from the drop down list.
3. If Sale or Order is selected, no other information is required.
4. If Return is selected, select a Return Reason from the drop down list.
5. Type in a Return Note if required.
6. Press F2, or click OK to save changes.
Notes
The options available in the Line Type drop down list may vary depending on the:
Transaction Settings on the Customer Type of the Customer on the current

transaction e.g. the Customer Type may not allow Orders.
Current Transaction Type on the main screen e.g. a Lay-by transaction does not
allow Return or Order lines.
User Security
Process Return Permission
transactions in POS Station.
Without this permission the line type of Return will not be listed in the Line Type drop
down list.
Process Order Permission
The Process Order permission is required to be able to process Order Lines on Sales
transactions in POS Station. Without this permission the line type of Order will not be
listed in the Line Type drop down list
Detailed information on fields: Change Line Type screen
231
Line Type
Select a Line Type from the drop down list.

Valid Values:
Sale
Order
Return
If Return is selected, the Return Reason and Return Note fields are
enabled.
Return
Reason
Select a reason for returning this item from the drop down list.
Return Note
Type in a Note if there are further details regarding the return of

this item.
232
This field is enabled after the Line Type has changed, and the
operator tabs off the Line Type field.
Lines Menu
Change Location (of inventory item)

Mouse
Highlight a line or lines in the transaction > Lines menu > Change Location
Or: Double-click the Transaction line > Location search button
Or: Right-click the Transaction line > Change Location
Keyboard
This functionality enables the user to select which location they want the inventory
item(s) to be shipped from. Single lines can be selected individually, multiple lines can
be selected using Shift & click, or Ctrl & click.
Change the Location an inventory item(s) will be shipped from

1. Select the line or select multiple lines using Shift & click or Ctrl and click
2. Right click and select Change Location from the context menu. The Change Location
dialog is displayed.
3. Click on the magnifying glass icon to search for other locations.
4. Select the required location either by double-clicking on it or click on it once and
click the OK button.
233
Alternate Items/Cross Selling

Mouse
Highlight a line in the transaction > Lines menu > Edit > Alternate Items
Or: Right-click the Transaction line > Alternate Items
In Epicor Inventory, an inventory item can be set up with Alternate Items to:
1. Cross sell - a cross sell item is an item that is suggested to be sold in addition to
the item the Customer is already purchasing. If a Cross Sell item is selected, this is
added to the transaction in addition to the original item on the transaction. One or
more cross sell items can be selected.
2. Down sell - a down sell item is normally a similar item that may be a cheaper
alternative for the Customer. If a Down sell item is selected, this will replace the
original item on the transaction, therefore only one item can be selected from the
list displayed.
3. Up sell - an up sell item is normally a similar item that may be a superior
alternative for the Customer. If an Up sell item is selected, this will replace the
original item on the transaction, therefore only one item can be selected from the
list displayed.
If an item is added to a transaction and this item has Alternate items available, a green
hierarchy icon
will be displayed in the first field of the line. The Station Layout can be
configured to automatically display the Alternate Sale Items screen when an item is
added (that has alternate items) to a transaction, otherwise the user can manually select
to view the Alternate Items using options on the menus (as described below).
Select Alternate Items for a transaction

1. Add inventory items to a transaction. If Alternate items are available the hierarchy
icon
will display.
2. To view the Alternate Items for an item, highlight the line by clicking on it, then
either:
right click and select Alternate Items from the pop up menu
click on the Lines Menu and select Alternate Items
3. Click one item on the Up/Down sell tab if required (this tab only allows selection
of one item). If an item is selected on this tab, it will replace the original item in the
transaction.
4. If the Note icon is enabled on a line, click on it to read any information that may be
relevant.
5. Click on the Cross-Sell tab.
6. Click one or more check boxes in the Sell column to add these items to the
transaction.
7. If the Note icon is enabled on a line, click on it to read any information that may be
relevant.
8. Press F2 or click OK to keep selections and return to the Main Screen.
234
Lines Menu
9. Press Esc or click Cancel to return to the Main Screen without keeping any selection
made.
User Security
The View Inventory Item Location Details permission is required to be able to
change the Location for an inventory item on a transaction line in POS Station. Without
this permission the:
Locations button on the Item Detail screen is disabled
Location field on the Inventory Item Search screen is hidden (search results are
based on the current location)
Location field on the Alternate Items screen is Read Only (defaults to current
location)
Detailed information on fields: Alternate Sale Items screen

Code
The unique identifier of the inventory item.
Desc
The description of the inventory item.
Location
The Location of inventory item.

This will default to the current Branch's location.
Up/Down Sell & Cross- Sell tabs

If either the Up/Down Sell or Cross-Sell tabs are disabled, this indicates that
there are no Alternate Items of that type configured.
Up/Down : Sell
button
The Sell button column only allows a single item to be selected

from the list of Alternate Items (when there is more than one
listed).
Clicking the button selects an item, clicking on another item

de-selects the first item and selects the last item clicked.
To de-select an item without selecting another, simply click on

it again (that is, click once to select, click again to de-select).
Cross sell :
check box
One or more items can be selected as Cross sell items. Each item
selected will be added as a new line on the transaction.
Type
Valid values:
Cross sell - a cross sell item is an item that is suggested to be

sold in addition to the item the Customer is already purchasing.
If a Cross Sell item is selected, this added to the transaction in
addition to the original item on the transaction.
Down sell - a down sell item is normally a similar item that
235
may be a cheaper alternative for the Customer. If a Down sell

item is selected, this will replace the original item on the
transaction.
Code
Up sell - an up sell item is normally a similar item that may be

a superior alternative for the Customer. If an Up sell item is
selected, this will replace the original item on the transaction.
Read-only.
The unique identifier of the inventory item.
Description
Read-only.
The description of the inventory item.
Available
Read-only.
The current Quantity in Stock at that Location.
Sugg Qty
Read-only.
The Suggested Quantity that it is recommended the Customer
purchase if they select that Alternate Item.
SO Qty
The actual Quantity required for the Alternate Item can be typed in
directly to this field.
The value in this field will default to the same value as the
Suggested Quantity.
Note: The Quantity can also be changed via the Quantity field on
the main screen, or by editing the line and changing the quantity.
Price
Read Only.
The Base Price of the item.
Note: After adding the item the price may change due to pricing
calculations.
Note
Read-only.
Click the Note icon to display any information relating to the
selling the Alternate Item.
Note: This is not the same as the Note on an Inventory Item, the
has been specifically set up to be read when selecting the item as
an alternate item during a transaction.
236
Lines Menu
Purchase Orders
Mouse
Highlight a line in the transaction > Lines menu > Purchase Orders
Or: Right-click the Transaction line > Purchase Orders
The Purchase Orders option allows an operator to see if there are any Purchase Orders
pending for the selected inventory item. This can provide useful information when an
item is getting low on stock.
Look up Purchase Orders for an Inventory Item

1. Highlight the item by clicking on it in the Items Grid, then either:
right click and select Purchase Orders from the pop menu
go to the Lines Menu and select Purchase Orders
2. The Purchase Order search will automatically search and display any Open Purchase
Orders from Epicor for the item, and the Quantity on Order for that item.
Note
The ability to look up open Purchase Orders is for information purposes only.
Selecting a Purchase Order will not link it to the transaction, or to the Customer, in
any way.
User Security
View Open Purchase Orders permission
This permission is required to be able to view Purchase Orders in POS Station. Without
this permission the menu options and keyboard shortcuts are visible but disabled
237
Selecting Serial/Lot Details (E7)

Keyboard: Press Ctrl+F in the Customer field on the main screen.
The Serial/Lot option allows an operator to specify or view the Serial number or Lot
number for the selected inventory item. This option is only enabled when the highlighted
line in the main grid is either a Serial Tracked or Lot/Bin tracked inventory item.
Serial Lot/Bin Tracking Mode

A site is configured to use Serial Lot/Bin Tracking in one of three modes. The user
interface in POS Station will be affected by the mode used at your organisation. The
three modes are:
1. Yes mode - If an Inventory Item is Serial/Lot/Bin tracked, a serial/lot/bin number
must be selected from the list of available serial/lot/bin numbers in stock, when the
item is sold in POS Station. The item cannot be sold unless a valid serial/lot/bin
number has been selected.
2. Relaxed mode - If an Inventory Item is Serial/Lot/Bin tracked, a serial/lot/bin
number must be manually entered (i.e. not selected from a list as is done in YES
mode) when the item is sold in POS Station. The item cannot be sold unless a
serial/lot/bin number has been entered.
Note
The only validation applied to the entry of a serial/lot/bin number in Relaxed mode is
when an item is returned to ensure that a serial number that already exists in stock is
not entered, as this will fail on integration to Epicor Enterprise.
3. No mode - This indicates that Lot/Bin/Serial Tracking will not be used. Serial/lot/bin
items cannot be sold at a POS Station while in No mode.
Select a Serial Number

Navigate to the Serial Tracking Detail screen and then follow the procedure that applies
to the selected mode:
Yes Mode
1. Type in or scan the serial number, or press F3 to search for serial numbers.
2. If the serial number is valid, it will be automatically ticked as required and the
Shipped Quantity in the header of the screen will be automatically incremented.
3. After all the required serial numbers have been entered/scanned or selected, press
F2 or click OK to return to the main screen.
Relaxed Mode
1. Type in or scan the serial number.
2. The Shipped Quantity in the header of the screen will be automatically incremented.
3. After all the required serial numbers have been entered/scanned, press F2 or click
OK to return to the main screen.
Select Lot/Bin Numbers
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Lines Menu
Navigate to the Serial Tracking Detail screen and then follow the procedure that applies
to the selected mode:
Yes Mode
1. Type in or scan the lot number, or press F3 to search for serial numbers.
2. If the lot number is valid, it will be automatically ticked as required and the Shipped
Quantity in the header of the screen will be automatically incremented.
3. After all the required lot numbers have been entered/scanned or selected, press F2
or click OK to return to the main screen.
Relaxed Mode
1. Type in or scan the lot number.
2. The Shipped Quantity in the header of the screen will be automatically incremented.
3. After all the required lot numbers have been entered/scanned, press F2 or click OK
to return to the main screen.
Detailed Information on fields: Serial Tracking Detail screen

Item Details
Item Code
The Item Code of the item on the transaction line in the main
screen.
Line No
The number of the transaction line.
Description
The description of the item.
Base UOM
The standard Unit of Measure for the item.
Quantity
Ordered
The quantity of the item being sold.
Shipped
The number of serial numbers selected to be Shipped.

The Shipped Quantity and the Ordered Quantity must be the same
before a sales transaction can be completed.
Serial Tracking
Information
column
This will display an error icon if the line has an error condition.
Lot
The Lot number of the serial item.
Bin
The Bin number.
Date Expires
The Expiry date for the serial number. This is provided for
information purposes only and a serial number can be sold if the
expiry date has elapsed.
Hover the mouse over the icon for the error message to be
displayed.
239
Check Box
Serial numbers that with a ticked check box (this automatically

ticked when a valid serial number is typed in or added to the
screen.
Un-ticking a serial number will remove that Serial Number from
that transaction with F2 is pressed or OK clicked (a confirmation
message will be displayed to confirm this).
Detailed information on fields: Lot Bin Tracking Detail screen

Item Details
Item Code
The Item Code of the item on the transaction line in the main
screen.
Line No
The number of the transaction line.
Description
The description of the item.
Base UOM
The standard Unit of Measure for the item.
Quantity
Ordered
The quantity of the item being sold.
Shipped
The number of lot numbers selected to be Shipped.

The Shipped Quantity and the Ordered Quantity must be the same
before a sales transaction can be completed.
Lot / Bin Tracking

Information
column
This will display an error icon if the line has an error condition.
Lot
The Lot number of the serial item.
Bin
The Bin number.
Date Expires
The Expiry date for the serial number. This is provided for
information purposes only and a lot numbers can be sold if the
expiry date has elapsed.
Available
The quantity available to be sold from the Lot/Bin number.
Quantity
The quantity to be sold from that Lot/Bin number.
Hover the mouse over the icon for the error message to be
displayed.
User Security
There are no Permissions or Authorisations that apply specifically to Serial/Lot Tracked
inventory items.
240
Lines Menu
Lot Bin Serial Search (E9/10)

Mouse
Press F3 on either the Serial Tracking Detail screen or the Lot Bin Tracking Detail screen
Notes
1. This screen will only be displayed if your Epicor site is using Yes mode for
Serial/Lot Tracking.
2. The Search icon in the serial number field will only be displayed if the Allow
Lot Bin Serial Search option has been ticked in POS SMS > Branch
Maintenance
Search for Serial/Lot Bin items

1. Press F3 from either the Serial Tracking Detail screen or the Lot Bin Tracking Detail
screen.
2. Type in search criteria if required, then click the Search button.
3. Lot/Serial numbers matching the search criteria will be displayed.
4. Select the required lot/serial number(s) by one of the following methods:
type a value for Quantity for one or more Serial/lot numbers, and then press F2
or click OK.
double-click a line: the serial/lot number will be returned to the Serial Tracking
detail screen with a default quantity of 1.
highlight a line, and then press F2 or click OK: the highlighted serial/lot number
will be returned to the Serial Tracking detail screen with a default quantity of 1.
Detailed description of fields: Lot Bin Serial Search screen

Criteria
From Lot/Serial
To Lot/Serial
Use the From Lot/Serial and To Lot/Serial criteria fields to display a

specific range of numbers in the search results.
Bin
The Bin for the item.
Item Code
The item code of the item on the transaction line.
Search Results
Lot/Serial
Read-only.
The lot or serial number.
Bin
Read-only.
The Bin number.
Date Expires
Read Only.
241
The Expiry Date of the item.

Note: this is for information purposes only and does not prevent an
item being sold if it has expired.
Available
Read-only.
The quantity available in stock.
Quantity
242
Type in the quantity required.
Lines Menu
Item Enquiry
Mouse
Highlight a line in the transaction > Lines menu > Item Enquiry
Or: Double-click the Transaction line > Line Type button
Or: Right-click the Transaction line > Edit > Line Type button
Keyboard
Press Alt+F3
The Item Details screen for an Inventory Item is displayed when the info icon adjacent
to the Item Code is clicked, or the Properties option is selected on an item in the
Inventory Item Search results. The Item Detail screen displays information about the
Item such as Pricing, general attributes such as Height, Width, etc.., alternate barcodes,
transaction defaults, etc.
Perform an Item Enquiry

1. Navigate to the Item Enquiry screen (use one of the navigation methods described
above).
2. The search will be automatically run based on the item currently highlighted.
3. The search results will display the item at all locations.
Note
An Item Enquiry is only available for existing lines. This option will be disabled
(greyed out) when there are no lines, and will only be enabled when an item on a line
is highlighted.
User Security
View Inventory permission
The View Inventory permission is required to be able to view alternate Barcodes or
Transaction Defaults for an Inventory Item in POS Station. Without this permission the
Barcodes tab and the Transaction Defaults tab on the Item Detail screen will not be
visible.
Maintain Inventory permission
The Maintain Inventory permission is required to be able to edit alternate Barcodes or
Transaction Defaults for an Inventory Item in POS Station.
View Inventory Item Locations permission
The View Inventory Item Locations permission is required to be able to look up other
locations to determine whether an item exists, and what the stock level is for the item at
other Locations. Without this permission the Locations button is disabled, and therefore
cannot be selected.
243
Inventory Menu
Inventory Item Search
Mouse
Lines menu > Add > Inventory Item
Or: Inventory menu > Enquiry (note this is an enquiry only, items cannot be added to a transaction
via this option)
Or: Right-click Items Grid > Add > Inventory Item
Keyboard
Press F3 anywhere on the main screen
Or: Press Ctrl+F on a new line in Item Grid (press Ins to start a new line)
The Inventory Item Search screen allows searching for one or more Inventory items to
add to a transaction. This screen is invoked when adding Inventory Sales lines and
Inventory Return lines.
Search and select Inventory Items to add to a transaction

examples below) - in the Criteria fields, then press Enter, or click the Search
button.
2. This will narrow the search results displayed, therefore locating an Inventory Item
faster.
results list if more than one page is displayed.
Criteria fields.
5. To select an Item to be added (if quantity is not changed it will be added to the
transaction with a default Quantity of 1):
use the keyboard up and down arrows, highlight the required Item, type a
value for Quantity (if more than 1 is required), arrow up or down to another
item if required and enter Quantity (repeat until all required items are selected)
double-click the line (quantity will default to 1)
click once (i.e. highlighting the line), change the Quantity if required (repeat
until all required items have been selected), and then click OK (or press F2)
Notes
POS Station uses settings defined in POS SMS > Station Layout to determine
which UOM to use as the default value for adding an item to a transaction, and to
use in the Inventory Item Search screen results. The Base Price and the In
Stock amounts displayed in the Inventory Search screen are based on either the
Base UOM or the Selling UOM as the default.
Items selected on a search results screen are not carried over to the next screen
if the pagination buttons are used. That is, if two items were selected on screen 1,
and then the User paged to screen 2 of the search results, the items selected will
not be retained. Before proceeding to screen 2, ensure that the items from screen
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Inventory Menu
1 have been added to the transaction via the Select button, or narrow the search
results using the Criteria fields so that all required items are displayed on a single
screen.
When typing a value in the Item Code search criteria, POS will display items that
match based on values in any of the following:
the item code
the UPC code (if applicable, defined in Epicor) of the item
alternate barcode of the item (i.e. multiple barcode)
use wild cards %).
Criteria can be entered in none, one or many fields.
'Starts With' Wild Card searching e.g. MA%
'Ends With' Wild Card searching e.g. %Bottle
'Contains' Wild Card searching e.g. %Disk%
Exact Match searching e.g. Software
Examples
1. 'Starts with' Wild Card searching
Resource Code: MA%
The search results will display all Resource Codes starting with 'MA' e.g. Material,
Make, etc.
2. 'Ends with' Wild Card searching
Description : %Bottle
The search results will display all Descriptions codes ending with 'Bottle'.
3. 'Contains' Wild Card searching
Description: %Disk%
The search results will display all Descriptions containing 'Disk'.
4. Exact match searching
Exact matching is particularly applicable to the Resource code and Group Code
fields, as these have lookup capabilities. Therefore the value can be searched,
selected and used in the Search Criteria.
Group Code: Software
The Search results will display all Items that have a Group Code of Software.
Use the right-click menu on the Search Results

Highlight an item in the Inventory Item search results and press F9, or right-click on the
item, to display a pop up menu with the following options:
245

1. Refine Search By - press R, or click on Refine Search By. A list of Criteria with
values based on that item will be displayed:
Press V, or click Vendor, to further refine the current search results by this
Vendor.
Press R, or click Resource, to further refine the current search results by this
Resource type.
Press G, or click Group, to further refine the current search results by this
Group.
Press P, or click Price Range, to further refine the current search results by the
Price Range (calculated as +-10% of the items Base Price).
2. Show All Items For - press A, or click Show All Items For. A list of Criteria with
values based on that item will be displayed:
Press V, or click Vendor, to display new search results displaying all items from
this Vendor.
Press R, or click Resource, to display new search results displaying all items
with this Resource type.
Press G, or click Group, to display new search results displaying all items in this
Group.
Press P, or click Price Range, to display new search results displaying all items
with this Price Range (calculated as +-10% of the items Base Price).
3. Properties - press P, or click on Properties to display the Item Detail screen for that
item.
Search and scroll through all Inventory Items

1. To display all Inventory Items, leave the Criteria section blank and press Enter, or
click the Search button.
results list.
4. To select an Item to be added (if quantity is not changed it will be added to the
transaction with a default Quantity of 1):
item if required and enter Quantity (repeat until all required items are
selected*)press F2 (or tab to the OK button and press Enter)
until all required items have been selected), and then click OK button (or press
F2)
Note
Scrolling through all Inventory Items is generally not recommended, particularly if
there are a large number of Items on the database. Using Criteria searches is faster
246
Inventory Menu
and more efficient.
User Security
The View Inventory Item Location Details permission is required to be able to
search for Inventory Items at other Locations. Without this permission the Location Code
search criteria on the Inventory Item search screen will be displayed as Read Only, and
all search results will default to displaying items at the current Location.
Detailed information on fields: Inventory Item search criteria

Item Code
Type in all or part (followed by %) of the Inventory Code,

Barcode, or UPC Code.
The Item Code criteria will be checked for matches against the
Inventory Item Code, barcode, and UPC Code, and if a match is
found the item will be displayed in the results.
Description
Type in all or part of the Inventory Description.

Searches using wild cards '%' are particularly useful on
Description fields.
Vendor Code
The Code of the Vendor that supplies the Inventory Item.
Location Code
The Location Code can be changed to search for an item at a

different location provided the user has the required permission.
If the User does not have the required permission, the Location
will display the default location for that user and will be Read
Only.
Resource Code
The code of the Resource type that the item is assigned to in

Epicor.
Group Code
The code of the Group that the item is grouped into in Epicor.
Price
The price fields allow searching based on a Price Range.
If the From Price is 200, and the To Price 300, all items with
a Base Price between 200 and 300 will be displayed.
If the From Price is left blank, 0 will be assume e.g. 0 to 500,

all items that have a Base Price between 0 and 500 will be
displayed.
If the To Price is left blank, no maximum will be applied e.g.

500 to blank, all items greater than 500 will be displayed.
To search for zero priced items, type 0 in both Price fields

and click Search
247
Draw Number
This field contains reference information entered for the Item in

Epicor Inventory.
Detailed Information on fields: Inventory Item Search Results

Code
The inventory item code.
Description
The inventory item description.
Vendor
The name of the Vendor that supplies this item.
Resource
The code and name of the Resource type of this item.
Group
The code and name of the Group this item belongs to.
Base Price
The base price of this inventory item. The price displayed does
not take into account Customer pricing, promotional pricing,
etc... The price displayed may be different to the price of the
item when the it is added to a transaction.
UOM
The Unit of Measure that the Base Price is applicable to.

Note that this will either be based on the Base UOM or the
Selling UOM of the item, depending on the configuration of the
Station Layout in POS SMS.
In Stock
The quantity of the part currently In Stock.
Location
The description of the location that the item is available at.
Qty
The quantity of the item required to be added.

If the item is selected without entering an amount in this field,
the item will be added to the transaction with a default quantity
of 1 (quantity will be -1 for a return line).
248
Inventory Menu
Inventory Item Details

Mouse
Select a line in the transaction > Lines menu > Edit > Item info icon
Or: Double-click the Transaction line > Item info icon
Or: On the Inventory Item Search screen, right-click an item in the search results > Properties
The Item Details screen for an Inventory Item is displayed when the info icon adjacent
to the Item Code is clicked, or the Properties option is selected on an item in the
Inventory Item Search results. The Item Detail screen displays information about the
Item such as Pricing, general attributes such as Height, Width, alternate barcodes,
transaction defaults, etc.
Display details for an item

1. Navigate to the Item Detail screen (use one of the navigation methods described
above).
2. Click the:
Pricing tab - to view pricing information about the item.
Properties tab - to view general attributes of the item.
Transaction Defaults tab - to view/edit any defaults for the item.
Barcodes tab - to view alternate barcodes for the item.
Locations button (or press Alt+L) - to determine whether an item exists at

another location, and their stock level.
Notes button (or press Alt+N) - to add a Note about this item.
Lot Bin Serial button (or press Alt+S) - to edit lot bin serial details.
Build Plan button (or press Alt+B) - to view Build Plan details.
User Security
View Inventory permission
The View Inventory permission is required to be able to view alternate Barcodes or
Transaction Defaults for an Inventory Item in POS Station. Without this permission the
Barcodes tab and the Transaction Defaults tab on the Item Detail screen will not be
visible.
The Maintain Inventory permission is required to be able to edit alternate Barcodes or
Transaction Defaults for an Inventory Item in POS Station.
View Inventory Item Locations permission
The View Inventory Item Locations permission is required to be able to look up other
locations to determine whether an item exists, and what the stock level is for the item at
other Locations. Without this permission the Locations button is disabled, and therefore
cannot be selected.
249
Detailed information on fields: Item Details screen

Item Header
All fields in the Item Header are Read Only.
Item
The item code and description.
Resource
The resource code and description.
Group
The Group code and description.
UOM
The Unit of Measure code and description.
Tax
The Tax code and description.
Vendor
The Vendor code and description that supplied the item.
Status
Custom kit
Auto-kit
Make/routed
Make
Purchase
Purchase/outsource
Resource
Non qty bearing
Allow
Fractions
(check box)
If this check box is selected, the item can have fractional quantity
amounts, e.g. for a purchase of 1.5 widgets.
If this check box is cleared, the item quantity must be whole
numbers.
Allow Fractions functionality is not applicable to lot/serial tracked
items.
Obsolete
(check box)
If this check box is selected, the inventory item is obsolete.
Void
(check box)
If this check box is selected the item is Void.
Lot Bin Track

(check box)
If this check box is selected the item is Lot Bin tracked.
Serial Track
(check box)
If this check box is selected the item is Serial tracked.
250
Obsolete inventory items cannot be purchased, received, or used in

new work orders and build plans in Epicor, but can be used in all
Epicor POS transactions.
Inventory Menu
Pricing tab
Pricing
Base
Base Price
The price that is used for the item in a normal sales

transaction (when no special prices, promotions,
discounts, etc. apply).
Level 2
Level 2
Price
These rows specify the Quantity at which a price break

is given and the new Price for that quantity.
Level 3
Level 3
Price
Level 4
Level 5
Level 4
Price
Level 5
Price
For example:
Price level 2 - 10 items - price $10.00
Price level 3 - 20 items - price $8.50
When creating a sales transaction with this item with a
quantity of 11, the price will be $10 per item. If the
quantity is changed to 20, the price will drop to $8.50
each.
Note: These prices are also used in conjunction with a
Customer Price Level.
Minimum
Profit %
If selected, a minimum profit percentage applies to this

item.
Promotion
Type
A promotion can either be a Fixed Price or a Discount Percentage.
Amount
Either the Discounted Price or the Discount Percentage, depending

on the Promotion Type.
Start Date
The start date of the promotional period. Sales made before the
promotional period commences will not receive the promotional
price.
End Date
The end date of the promotional period. Sales made after the
promotional period completes will not receive the promotional price.
Properties tab
Draw No
If physical or bound drawings are available for reference, you can

enter the drawing number here. This reference is also a search
criterion you can use later when searching for inventory items
using the Find button.
SKU No
The Stock Keeping Unit number of the item.
Height
The height of the item.
Width
The width of the item.
251
Length
The length of the item.
UPC
The Universal Produce Code of the item. The UPC Code is also
used to as a source of an alternate barcode for an item in POS.
Weight
The weight of the item.
Volume
The volume of the item.
Transaction Defaults tab

Line Type
This specifies the Line Type to use as a default when adding this
item to a transaction.
Valid values:
Return Reason
Sale
Return
Order
If the default Line Type for the Item is Return, this field will be
enabled and a Return Reason can be selected.
This field is disabled for Line Types of Sale and Order.
Quantity
All inventory items are added to a transaction with a default

Quantity of 1. The value in this field will override this default for
this specific item only.
Barcodes tab
(Column headings)
Barcode
The alternate code to be used by an operator in Epicor POS when

adding the item to a transaction.
The alternate code:
is also used when using the Inventory Item Search screen.
does not have to be unique.
can be up to 20 characters.
Description
The description for the alternate barcode.
UOM
The unit of measurement for the alternate barcode.

This must be a valid UOM for the item (this is defined in Epicor
Inventory).
Example:
- the standard barcode may be used with a UOM of EA (Each)
- the alternate barcode may have a UOM of BX (Box)
External
252
Indicates whether the barcode has been entered from Epicor
Inventory Menu
Inventory (in which case it is external).

Note: Barcodes flagged as external cannot be modified or deleted
within POS.
Function Buttons
Notes
Opens the Notes Summary with any notes attached to the Item for
the current location.
Locations
Opens the Inventory Item Search screen with the Item Code,
and the current Location Code automatically populated in the
Criteria fields.
Change the Location Code to:
another Location to determine if that item exists at that

location.
blank to view all locations where this item can be found.
Note: This button is available only to users who have been

assigned the View Inventory Item Locations permission.
Build Plan
Disabled if the item does not have a build plan.
Lot Bin/Serial
Disabled if the part is not lot bin or serial tracked.

Opens the Lot / Bin Search form with the item code populated.
253
Item Alternate Code selection

Keyboard
Type the item code in the Items Grid and press the Tab key
Alternate Codes can be set up against an inventory item, so that an item can be
identified by more than one code. An alternate code is not unique across the system,
therefore when an operator enters a code that matches more than one Item/UOM
combination, the Item Alternate Code Select screen is displayed, and the operator can
select the required item from the list of matching items.
An alternate code can be set up:
on the UPC code on the item in Epicor Inventory
as a Multiple Barcode in POS Station or POS SMS
Select an Alternate Barcode

1. When a code is entered in the Items Grid that has more than one matching record
(i.e. more than one matching UPC and/or barcode is found), the Item Alternate
Code Select screen will display.
2. To select the required item to be added to the transaction (with a default quantity of
1):
use the keyboard up and down arrows, highlight the required Item, press
double-click the item
click on the item (i.e. highlighting the line), press F2 (or click the OK button)
3. The item will then be added to the transaction with a Quantity of 1 (this can be
changed if required), and the actual Item Code of the item will display in the grid
i.e. not the UPC or barcode that was entered.
Notes
To view the UPC Code for an item, right-click the item in the transaction, select
Edit from the pop up menu, then click the Item info button, then go to Properties
tab.
To view the Multiple Barcodes for an item, right click on the item in the
transaction, select Edit from the pop up menu, then click the Item info button,
then go to Barcodes tab. Access to Add/Edit/Remove barcodes is subject to the
User having the required Permission.
254
Inventory Menu
Transaction Defaults
Mouse
Select a line in the transaction > Lines menu > Edit > Info icon
> Transaction Defaults tab
Or: Double-click the Transaction line > Item info icon
Or: Right-click the Transaction line > Edit > Info icon
Or: On the Inventory Item Search screen, right-click an item in the search results > Properties >
Transaction Defaults tab
When an inventory item is added to a transaction, it is normally added with a quantity of

1, and uses the Line Type (e.g. Sale, order, Return) that has been defined as the default
for the Station.
Transaction Defaults provide a mechanism to override these values. An inventory item
can be set up with a Line Type and Quantity that will be used when the item is added to
a transaction, regardless of the Station defaults i.e. it will always override any other
defaults or values set at the Transaction, Station or Branch level.
Example: Using Transaction Defaults
Suppose the default line type for the Station is Order, so all items added to a
transaction will be added as Order Lines, unless a Transaction Default has been set up
on an item. For example:
Inventory Item ABC has been set up with Transaction Defaults with a default Line
Type of Sale, and a Quantity of 5.
Inventory item DEF has not set up with any Transaction Defaults.
Items ABC and DEF are added to a Sales Transaction via Fast Keys in POS Station, so
they will be added with the following default values:
Item ABC, Line Type=Sale, Quantity=5
Item DEF, Line Type=Order, Quantity=1
Edit the Transaction Defaults for an Item

1. Click the Transaction Defaults tab on the Item Detail screen.
2. Select a Line Type from the drop down list. If left blank, the item will be added with
the default Line Type at the Station.
3. If the Line Type selected is Return, the Return Reason field will be enabled and a
default Return Reason can be selected.
4. Change the Quantity if required. If this value is not edited, it will default to a
Quantity of 1.
Detailed information on fields: Transaction Defaults

Line Type
This specifies the Line Type to use as a default when adding this
item to a transaction.
Valid values:
255
Sale
Return
Order
depending on the:
Return Reason
Transaction Settings on the Customer Type of the Customer

on the current transaction e.g. the Customer Type may not
allow Orders.

permissions assigned to the currently logged in User
If the default Line Type for the Item is Return, this field will be
enabled and a Return Reason can be selected.
This field is disabled for Line Types of Sale and Order.
Quantity
All inventory items are added to a transaction with a default

Quantity of 1. The value in this field will override this default for
this specific item only.
Note
Functionality to maintain Transaction Defaults also exists in POS SMS Workbench.
User Security
The Maintain Inventory permission is required to be able to edit Inventory Item
Barcodes in POS Station. Without this permission the Barcodes tab on the Item details
screen can be viewed (assuming that the User has the View Inventory permission), but
the Add, edit and Remove function buttons will be hidden and therefore cannot be
accessed.
256
Inventory Menu
Barcode Maintenance
Mouse
Highlight a line in the transaction > Lines menu > Edit > Info icon
> Barcodes tab
Or: Double-click the Transaction line > click the Item info icon
> Barcodes tab
Or: Right-click the Transaction line > Edit > Info icon
> Barcodes tab
Or: On the Inventory Item Search screen, right-click on an item in the search results > select
Properties > Barcodes tab
Barcodes are used as an alternative means to identify an Item, other than their Epicor
Inventory Item Number. This is particularly useful for items that are added to a
transaction via a scanner. When the Barcode is entered (either scanned or manually
entered), POS will automatically translate the barcode to the Inventory Item number,
and add the item to the transaction.
Barcodes do not need to be unique across the system. When an operator enters a code
that matches more than one Item/UOM combination, a screen will be displayed listing
the matching items, and the operator can select the required item.
Example: Scanning a Barcode
The Epicor Inventory Item has a item number of ABC.
Item ABC has been set up in POS with an alternate Barcode of 123.
The operator at a Station scans the Barcode 123. This results in the item being
translated to the Epicor Item number, and successfully added to the transaction
as Epicor item number ABC.
Barcodes in Epicor and POS

When working with barcodes in POS, bear in mind the following:
Barcodes defined in Epicor are synchronised out to POS. Barcode records from Epicor
are therefore available in POS, but they cannot be modified in POS.
Barcode records that have been entered in POS are not integrated back to Epicor
Inventory.
When a barcode that has been defined in the Epicor Inventory is synchronised to POS via
Integration Manager, the barcode is flagged as External in POS. External barcodes
cannot be deleted or modified in POS.
If an Epicor barcode that has been synchronised to POS is subsequently deleted or
modified in the Epicor Inventory, the barcode record will be updated in POS (i.e. deleted
or modified) the next time data is synchronised from Epicor to POS.
Add a Barcode for an item

1. Click the Barcodes tab on the Item Detail screen.
2. Click Add.
3. Type a Code (up to a maximum of 20 characters) on the Inventory Item Barcode screen: this is the barcode.
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4. Type a Description for the Barcode.

5. Select a UOM.
Edit a Barcode
2. Highlight the Barcode, and then click Edit.
3. Change the Code, if required.
4. Type in a new Description, if required.
5. Change the UOM, if required.
Remove a Barcode
2. Highlight the Barcode, and then click Remove.
3. Click Yes to confirm.
Note
Only barcodes added via POS can be removed on the Barcodes tab on the
Inventory Item Detail screen.
Detailed information on fields: Inventory Item - Barcode

Barcode
The code that will be used as the alternate barcode for the Inventory
Item.
Description
The description that will be used on the alternate barcode screen.
UOM
The Unit of Measure for the item.
External
Indicates whether the barcode has been entered from Epicor

Inventory (in which case it is external).
Note: Barcodes flagged as external cannot be modified or deleted
within POS.
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Inventory Menu
Note
Functionality to maintain Barcodes also exists in POS SMS Workbench.
User Security
The Maintain Inventory permission is required to be able to edit Inventory Item
Barcodes in POS Station. Without this permission the Barcodes tab on the Item details
screen can be viewed (assuming that the User has the View Inventory permission), but
the Add, edit and Remove function buttons will be hidden and therefore cannot be
accessed.
View Inventory Permission
The View Inventory permission is required to view Barcodes. Without this permission,
the Barcodes tab will not be displayed.
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Inventory Drill Down Search

Mouse
Lines menu > Add > Inventory Item
Or: Right-click Items Grid > Add > Inventory Item
Keyboard
Press F3 anywhere on the main screen
Or: Press Ctrl+F on a new line in Item Grid (press Ins to start a new line)
The Inventory Drill Down Search screen is an alternative method of inventory item
searching that can be set up at a Station level. Drill Down searching facilitates item
searching based on levels or groups of items. That is, items can be grouped and then put
into sub-groups. These groups are represented as buttons on the Inventory Drill Down
search screen, and you can "drill down" through the layers until you reach the item to be
added to the transaction.
The item(s) are then added to a "Shopping Basket," that is, a temporary holding area on
the Inventory Drill Down Search screen, until all required items have been located. When
the drill down screen is closed, all items are then added to the items grid on the main
screen.
Setting up the Drill Down Search

The Inventory Drill Down tree structure is defined in POS SMS at Central (and is readonly at the Branch). The Drill Down Tree is then assigned to a Station Layout. Any
Stations using that Station Layout can then use the Drill Down Search screen.
The Drill Down search screen is invoked in POS Station when adding Inventory Sales line
and Inventory Return lines.
When defining the Inventory Drill Down structure in POS SMS, there are two primary
types of buttons that can be created:
Standard - the buttons displayed follow a defined structure from POS SMS.
Dynamic - dynamic buttons can be created based on Resource Coded, or Group

Codes, or Vendor Codes. Therefore when a button is selected in the Inventory Drill
Down Search screen in POS Station for one of these dynamic buttons, the next level
will automatically generate the buttons for the next level as the different codes for
that field.
For example, first level is Resource codes, so the next level will display a button for
every Resource Code found in the database (but only if that Code has inventory items at
that location). Clicking on the Resource code button, will then display all inventory items
that have that Resource code.
Combining Drill Down and Standard Searches

If a Station has a Station Layout that uses the Drill Down search screen as a default, the
standard Inventory Search screen is also available and can be accessed via the Search
button at the bottom of the Drill Down search screen.
However, if a Station is configured with a Station Layout that specifies the standard
Inventory Search screen as the default, the Station will not have access to a Drill Down
search screen.
Add Inventory Items to a transaction via the Inventory Drill Down

screen
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Inventory Menu
1. Open the Inventory Drill Down screen (using one of the navigation methods above).
2. Click on the required group button. The path of buttons will be displayed at the top
of the screen.
3. Keep clicking thru - or drilling down - each level until the Inventory Item search
screen is displayed with the search results containing one or more items.
4. Use the Back button to go back one level of buttons - that is, one level back in the
path.
5. Use the Home button to go back to the top level of the Drill Down screen.
6. Alternatively, click on a level on a hyperlink displayed at the top of the screen, to
shortcut to that level in the Drill Down tree.
7. Use the Search button to search using the Standard Inventory Item screen.
8. To select an Item to be added to the Drill Down Search > Shopping Basket (if
quantity is not changed it will be added with a default Quantity of 1, if the item is a
returned item, the Quantity will display as -1).
item if required and enter Quantity (repeat until all required items are selected)
press F2 (or tab to the OK button and press Enter).
until all required items have been selected), and then click OK (or press F2)
9. The Shopping Basket can have its contents modified by:
Changing the Quantity for an item - simply click on the quantity and type in a
different amount if required.
Removing items from the shopping basket - highlight the item, then click the
Remove button.
10. When all required items have been added to the Shopping Basket, press F2 or click
OK to add these to the transaction on the main screen.
Notes
Items selected on a search results screen are not carried over to the next screen
if the pagination buttons are used. That is, if two items were selected on screen 1,
and then the User paged to screen 2 of the search results, the items selected will
not be retained. Before proceeding to screen 2, ensure that the items from screen
1 have been added to the transaction via the Select button, or narrow the search
results using the Criteria fields so that all required items are displayed on a single
screen.
POS Station uses settings defined in POS SMS > Station Layout to determine
which UOM to use as the default value for adding an item to a transaction, and to
use in the Inventory Item Search screen results. The Base Price and the In
Stock amounts displayed in the Inventory Search screen are based on either the
Base UOM or the Selling UOM as the default.
Where are screen has more category buttons than can be viewed on the physical
screen, the user can navigate to the additional buttons by using the keyboard
arrow keys, or by using the scroll bar.
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When the base level of a Drill Down is reached and the search results in no
matches, all inventory items will be displayed.
Accessing the Inventory Search via Inventory menu > Enquiry will display the
standard search screen and not the Category Drill Down search screen.
When a partial inventory item code is entered in the Items Grid, and a direct
match is not found, the standard Inventory Item Search screen will be displayed
with and automatically run using the partial item code as search criteria.
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Customer Menu
About Customers
Customer Accounts can be created in either Epicor POS or Epicor.
Customers created in Epicor POS
Customer Accounts can be created and edited in POS Station. They can also be
edited - but not created - in POS SMS.
When Customer Accounts are created in POS Station, they are assigned a Customer
Type based on the menu item selected to create the customer.
If the Customer Account has the AR Account option selected (this is defined on the
Customer Type), the account information will be integrated to Epicor > Accounts
Receivable (AR) via the Integration Manager Service.
If the Customer does not have the AR Account option selected, the Customer will
exist in Epicor POS but will not be integrated to Epicor. Any transactions carried out
with this Customer Account will use the default Accounts set up for each transaction
type (defined in POS SMS) when integrating the transaction to Epicor via the
Integration Manager, e.g. a sales transaction will integrate to Epicor using the Cash
Sales Account defined for the Branch in POS SMS.
Customers created in Epicor
Customers created in Epicor AR are integrated to Epicor POS via the Integration
Manager.
When Customer Accounts are created in Epicor AR, they are assigned a default AR
Customer Type by the Integration Manager (the default Customer Type is defined for
a Branch in POS SMS) when integrating the Customer to Epicor POS.
AR Accounts will always have the AR Account option selected.
Customers created in Epicor 9
Customers created in Epicor 9 are automatically assigned a status of Credit Hold in

Epicor9 and when integrated into POS this translates to a POS Status of 'No New
Business'. To change the status of a Customer Account take the Customer off Credit
Hold in Epicor 9 and the change will automatically be integrated into POS. Once the
Customer has been taken off Credit Hold in Epicor 9 and the changes have been
integrated into POS the Customer Account will have a status of 'Active' (in POS) and
sales transactions can be completed in POS Station for that Customer.
Customer Types
When creating a Customer, the Customer Type (the Customer Type is configured in POS
SMS) selected effectively determines:
whether to create an AR Account (integrated to Epicor) or POS Only Account (not

integrated to Epicor)
the Epicor Customer Template to use. This includes Credit defaults, Shipping
Defaults, Price Level, etc.
other initial values, e.g. Cash Sales Only flag, PO Required, Price Class.
which fields on the Customer are required (i.e. must have data entered when the
Customer is created), e.g. Name, Address, Phone.
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the transaction types allowed (e.g. Sale, Lay-By, Quote, Order).

Note
Customer Types are configured in POS SMS; they cannot be created or edited in POS
Station. Contact your POS Administrator if a new Customer Type is required (or
changes are required to an existing Customer Type).
Customers and Loyalty and Payment Programs

If the POS Loyalty and Payment Programs module has been licensed, Customer Loyalty
information can be modified in POS Station, together with other Customer information,
on the Customer Detail screen. The Loyalty tab on this screen allows you to view and
manage Customer Loyalty information.
The Loyalty tab on the Customer Detail screen has two sub-tabs:
The Balances sub-tab

On this tab you can view and manage a Customer's Plan Account balances.
The Plans sub-tab

On this tab you can view and manage the Plans assigned to a Customer.
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Customer Menu
Customer Search
Mouse
Customer menu > Enquiry (this option does not allow the Customer to be selected and returned to
the Main Screen)
Or: Click the search icon
next to the Customer field on the main screen
Keyboard
Press Ctrl+F while the cursor is in the Customer Code field on the main screen
Or: Type in a partial value in the Customer Code field and press tab
(The partial value will have % automatically appended (e.g. B%) and inserted into the Code field on
the search screen. The Customer Search screen will then automatically run and display the matching
results. If the search results finds a single match, e.g. only one code starts with B, then the Customer
Account will be automatically loaded into the main screen, and the search screen will be bypassed.
The Customer Search screen allows searching for a Customer using one or more
search criteria. The Customer Search also allows you to:
Add a Customer Account
Edit a Customer Account
Search and locate a Customer using Search Criteria

examples below) - in the Criteria fields, then press Enter, or click the Search
button.
2. This will narrow the search results displayed, and will assist in locating a Customer
faster if some information is known about that Customer.
Criteria fields.
use the keyboard up and down arrows, highlight the required Customer,
double-click on the line
use wild cards %).
Criteria can be entered in none, one or many fields.
'Starts With' Wild Card searching e.g. Sm%
'Ends With' Wild Card searching e.g. %001
'Contains' Wild Card searching e.g. %Beach%
Exact Match searching e.g. Jones
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Examples
1. 'Starts with' Wild Card searching
Name: Sm%
The search results will display all Names starting with 'Sm' eg. Smith, Smithers,
etc.
2. 'Ends with' Wild Card searching
Code: %001
The search results will display all Customer codes ending with '001'.
3. 'Contains' Wild Card searching
Address: %Beach%
The search results will display all Address containing 'Beach'.
4. Exact match searching
The Search results will either display nothing - if no matches are found - or
display any Customers found with that exact phone number. Exact searches can
also be used for Name searching, but if a name is not entered exactly as it is
stored on the database, a result will not be shown eg. if you enter Chris Judd and
the name is stored as Christopher Judd, a match will not be found.
Search and scroll through all Customers

1. To display all Customers, leave the Criteria section blank and press Enter, or click
the Search button.
results list.
use the keyboard up and down arrows, highlight the required Customer, press
click once (i.e. highlighting the line) and click OK (or press F2)
Note
Scrolling through all Customers is generally not recommended, particularly if there
are large numbers of Customers on the database. Using Criteria searches is faster
and more efficient.
User Security
View Customers Permission
The View Customers permission is required to be able to use the Info icons to view the
details of a Customer. Without this permission, the info icons will be disabled, therefore
not selectable.
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Customer Menu
View Customers Account Permission
The View Customers Account permission is required to be able to view the Account
tab on the Customer Detail screen. Without this permission, the Account tab will not
appear on the Customer Detail screen.
Detailed information on fields: Customer search criteria

Code
The Customer Code on the Account.
Name
The name on the Customer's Account.

Wild card searching 'Starts with' and 'Contains' using '%' is
particularly useful on Name fields.
Phone
The customer's phone number.
AR(Accounts
Receivable)
Account
A customer account may exist in Epicor > Accounts Receivable, or it

may be a non AR account (i.e. it exists in POS but not in Epicor,
therefore when transactions are integrated for this customer account,
the default accounts set up in Branch Maintenance are used).
This drop-down list has three values:
Type
Yes - if this value is selected only AR accounts will be displayed in

the search results
No - if this value is selected only non-AR accounts will be

displayed in the search results
Blank - all non AR and AR accounts will be displayed in the search

results
The Customer Type. Customer Types are configured in POS SMS.

If the Customer Type is known, select this from the list of available
types.
Plan Code
The Plan Code that identifies the Plan assigned to the Customer.
Note: This setting is only available if the Loyalty and Payment
Programs module is licensed.
Address
The Address on the Customer Account.
City
The City on the Customer Account.
State
The State on the Customer Account.
Post Code
The Post Code on the Customer Account.
Transaction
Type
If the Customer Search screen has been invoked from either the:
Customer Menu - the Transaction Type field will be a drop down

list. Leave the Transaction Type field blank to display all
Customers regardless of which Transaction Types they are
permitted to perform. Alternatively, select a value from the drop
down list if you require the search results to only display
Customers that are permitted to perform a particular Transaction
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Type.
Customer field on the Main Screen - the Transaction Type field will
default to the Transaction Type from the Main screen and the field
will be disabled. Customer Accounts displayed in the search
results will only be those accounts that are permitted to perform
this Transaction Type (this is defined on the Customer Type).
Plan
Account
The Plan Account Description of the Plan Account linked to the Plan.
Display
Grid
The columns displayed in the grid here are configured in POS SMS >
Station Layout > Customer Lookup tab.
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Note: This setting is only available if the Loyalty and Payment

Programs module is licensed.
Customer Menu
Create a Customer
Mouse
Customer menu > New > select a Customer Type from the list
Keyboard
Press Alt+C, N, then use the up/down arrow keys to select a Customer Type
Or: Click the Customer search icon
> Add button > select a Customer Type from the list (the list
of available Customer Types when using this navigation method, is restricted to those permitted to
create transactions as per the Transaction Type currently on the Main Screen)
Create a Customer
1. Open the Customer Detail screen (see above for navigation)
2. The Customer Code is automatically generated, but can be changed if required.
3. Change the Customer Type if required (this will default to the type selected from
the menu).
4. Type in the Customer Name and any other mandatory fields as configured in POS
SMS.
5. The Status will usually be set to Active, but in come circumstances it may be set to
No New Business. Note that if it is set to No New Business then the POS Station
Permission Create Transactions For Inactive Customers will be required to
complete a POS sale for this customer account, the account will have to be set to
Active in Epicor to allow the sale to integrate and then set back to Inactive in Epicor
to prevent further sales being completed on the account.
6. The AR Account check box is read-only and its value is determined by the
Customer Type.
7. Tick the Cash Sales Only check box if this Customer is not going to be permitted to
put sales On Account.
8. Tick the PO Number Required check box if a PO Number is required to be entered
by operators on all transactions for this Customer.
9. Click the Address tab.
10. Type in Address, City, State, and Postal Code details.
11. Any fields that may be displayed beneath the Postal Code are Sort fields (used for
reporting purposes). Enter values in these fields if required.
12. Click the Delivery tab.
13. Type in Attention Name, Attention Phone and a Delivery Note (if applicable).
14. The Defaults tab and the Account tab display read-only information that has been
determined according to the Customer Type of this Customer. You are not required
to enter any information on these tabs.
15. On the Alternate Codes tab, enter any alternate codes that have been assigned to
this customer (if applicable).
16. On the Loyalty tab, enter any required loyalty information. (This tab is only
enabled if the Loyalty and Payment Programs module is licensed, and the user has
the View and Maintain Customer Loyalty permission.)
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17. Click the Notes button to add any additional information about the Customer.
18. Click the Ship-Tos button to search and select any related Ship To records to link to
this Customer.
19. Click OK to save.
Notes
Creating a Customer Account via the menu option creates a Customer Account,
and does not load the Customer details into the Main screen (as this is not
necessarily required).
Creating a Customer via the Add button on the Customer Search screen will
automatically load the new Customer Account details into the Main Screen after
the transaction has been created. This provides an operator with the flexibility to
search for the Customer Account, and if not found, they can then create it and use
it on the next transaction.
The required fields will vary according to the configuration of each Customer Type.
All other fields are optional, and the Customer Details will successfully save
without details entered in the optional fields.
User Security
Maintain Customers permission
The Maintain Customers permission is required to Create Customers in POS Station.
Without this permission the menu option is visible but disabled, and therefore not
selectable.
Maintain Customer- Loyalty
The Maintain Customer - Loyalty permission is required to modify Loyalty information
in POS Station. Without this permission the Loyalty tab option is visible but disabled,
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Customer Menu
View Customer Details

Mouse
Customer menu > Enquiry
Keyboard
Press Ctrl+F while the cursor is in the Customer Code field on the main screen > Search > Select a
Customer > Edit button
Or: Type the Customer code in the main screen, then click the Info icon
You can view Customer Account details on the Customer Detail screen. You can also
modify certain customer details.
View Customer details

1. On the Customer menu, click Enquiry, and then use the search criteria to search
for the required customer on the Customer Search screen. Double-click the
required customer, if multiple search records are returned.
Or:
Press Ctrl+F while the mouse pointer is in the Customer Code field on the main
screen, and then use the search criteria to search for the required customer on the
Customer Search screen. Double-click the required customer, if multiple search
records are returned.
Or:
Type the Customer code in the Customer field on the main screen, and then click
the Info button.
2. On the Customer Detail screen, you can:
click the General tab to view general customer details, or
click the Loyalty tab to view customer Loyalty information (if the Loyalty and
Payment Program module has been licensed).
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Edit Customer Details

Mouse
Keyboard
Customer Account details can be viewed and updated in POS Station. They then get
integrated back to Epicor. Details that can be updated include Name, Address, Contact
details, and Delivery details.
If the Loyalty and Payment Program module has been licensed and you have the
required permissions, you will be able to view and modify customer Loyalty information.
Edit a Customer Account

1. On the Customer menu, click Enquiry, and then use the search criteria to search
for the required customer on the Customer Search screen. Double-click the
required customer, if multiple search records are returned.
Or:
Press Ctrl+F while the mouse pointer is in the Customer Code field on the main
screen, and then use the search criteria to search for the required customer on the
Customer Search screen. Double-click the required customer, if multiple search
records are returned.
Or:
Type the Customer code in the Customer field on the main screen, and then click
the Info icon .
2. On the Customer Detail screen, edit the settings as required on the General tab
and the Loyalty tab, as follows:
You can edit general Customer settings on the General tab.
You can manage and edit Customer loyalty information on the Loyalty tab. (This
tab is available only if the Loyalty and Payment Programs module has been
licensed.)
3. Click the Notes button to add any additional information about the Customer.
4. Click Customer History if you want to search all transactions (including adjustment
transactions) to acquire information on a specific Customer, or, for example, all
transactions at a particular location on a given date.
5. Press F2 or click OK to save changes.
Notes
The Customer Code is read-only.
All fields on the Defaults tab and the Account tab are Read Only.
The required fields will vary according to the configuration of each Customer Type.
The Loyalty tab will only be available for Branches to which the appropriate
272
Customer Menu
Loyalty and Payment Programs licence has been assigned in POS SMS at Central.
On the Customer History Search screen, search criteria related to the Loyalty
program are only available if the Loyalty and Payment Programs module has been
licensed.
User Security
The Maintain Customers permission is required to edit Customers in POS Station.
Without this permission the Edit button is visible but disabled ('greyed out'), and
therefore not selectable.
Maintain Customers Customer Type permission
The Maintain Customers Customer Type permission is required to be able to change
a Customer Type on a Customer Account. Without this permission the Customer Type
field will be Read Only in POS Station, therefore not editable.
Some general rules also apply to changing the Customer Type of an Account - see
detailed information on the Customer Type field in the table below for more details.
View Customer Loyalty permission
Loyalty tab on the Customer Detail screen. This information includes Customer Plan
Account balances and assigned Plans.
Maintain Customer Loyalty permission
The Maintain Customer - Loyalty permission is required to maintain information on
the Loyalty tab on the Customer Detail screen. This includes assigning a customer to
a Plan or putting a Plan Account on Hold.
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View an Account Balance

Mouse
Customer Menu > Enquiry > Search and select a Customer
Keyboard
Press Ctrl+F in the Customer Code field on the main screen > Search and Select a Customer
Or: Type the Customer Code in the main screen and click the Info icon
> Account tab
Or: Click the search icon
next to the Customer field in the main screen header section > Search
and select a Customer
View an AR Customer's Account Balance

1. At the Main Transaction screen, type in the Customer code (if known) and tab off.
2. Alternatively, the Customer Account can be located by:
Typing in a partial code eg. 'A' and pressing the Tab key. The Customer search
screen will be displayed with the Code search criteria automatically populated
with 'A'. Therefore all Customers starting with 'A' will be displayed.
Using one of the above Navigation methods to search and select a Customer
Account.
3. The Customers details are then populated into the Transaction Header. Click the
Info icon next to the Customer field to view details about the Customer.
4. Click the Account tab.
5. The Account Balance is the current balance of this Account in Epicor AR.
6. The Pending Transactions amount is the total of POS transactions that have not
yet been integrated to AR.
7. The Effective Balance is the balance of this Customers Account in POS. This uses
the Account Balance from Epicor, and takes into consideration Pending Transactions
to calculate the Effective Balance.
8. The Available Credit is the amount that this Customer Account can put 'On Account'
in POS. This is calculated by using the Credit Limit less the Effective Balance. If
the total of a POS transaction to be put 'On Account' exceeds the Available Credit
amount, the transaction may be prevented from being completed, or may require
Authorisation (see below).
9. Click OK or Cancel to close the Customer Detail screen.
User Security
Unlimited - a User can authorise any amount being put on a Customers Account,
even if the Credit Limit will be exceeded.
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Customer Menu
Limited by a percentage - a User can authorise an amount being put on a Customers

Account, provided it causes the Credit Limit to be exceeded by less than the
percentage specified. If it exceeds the defined percentage limit, the amount will not
be able to be put on Account and the Customer will be required to offer another
payment method(s).
If the logged in User does not have sufficient authorisation to exceed the Customers'
The Authorisation screen will display a list of Users that can authorise the transaction
by entering their Password.
Click the Show Details button to display the 'On Account' Amount of this
transaction, the Customers Credit Limit, and the percentage that this is being
exceeded by.
The transaction cannot be put 'On Account' unless the authoriser's password is
entered.
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Edit Ship To Details for a Customer

Mouse
Customer menu > Enquiry > Search > Select a Customer > Edit button > Ship-Tos button
Keyboard
Press Ctrl+F while the cursor is in the Customer Code field on the main screen > Select a Customer
> > Edit button > Ship-Tos button
Or: Type the Customer Code in the Main screen, click the Info icon
> Ship Tos button
Ship To details on a Customer's Account can be edited in POS Station and the updated
details are integrated to Epicor.
Edit Customer Ship To information

1. Open the Ship To Search screen (see Navigation above).
2. Click the Search button, then select a Ship To record by clicking on it.
3. Click the Edit button, and the Customer Ship To detail screen will be displayed.
4. Change the Name and the Phone 1 and Phone 2 numbers, if required.
5. All other fields in the Customer Details header section are Read Only and cannot be
modified.
6. Click the Address tab.
7. Change the Address, City, State, and Postal Code, if required.
8. Click the Delivery tab.
9. Change the Attention Name, Attention Phone, and Delivery Note, if required.
10. All information on the Defaults tab are Read Only and cannot be modified.
11. Click OK to save changes.
Note
Not all Customers will have Ship To information, therefore this search screen will not
contain any search results if this is the case.
User Security
The Maintain Customers permission is required to Edit Customers in POS Station.
Without this permission the Edit button is visible but disabled ('greyed out'), and
Detailed information on fields: Edit Ship To Detail screen
276
Customer Menu
Customer Details
Ship-To Code
Read Only.
The Ship To Code cannot be changed.
Customer Code
Read Only.
The Customer Code cannot be changed. Click the info icon next to
this field to display information about the Customer.
Name
Phone 1
Phone 2
An alternate contact phone number for the Customer eg. mobile

number.
Status
The Status of the Customer Account.

Valid values:
AR Account

POS, no transactions can be processed using an account with
Inactive status.
No New Business - only credits and receipts can be processed

using an account with this status.
If AR Account has the value of Yes, a Customer Account will be

If AR Account has the value of No, the Customer Account will be

available for POS transactions, but an account will not be created
in Epicor > Accounts Receivable.
AR Account is a display only field, and the value assigned to the

field depends on the configuration on the Customer Type in POS
SMS.
Cash Sales
Only
If ticked, the Customer will be required to make payment (using any

of the available payment methods - this is not restricted to cash) at
the time of Sale. That is, no component of the Payment Total is
permitted to be placed 'On Account'.
PO Number
Required
If ticked, the PO Number on the Main Transaction screen will require

an entry for all transactions for this Customer Type.
Address tab
Address line 1
The first line of the Customers address.
Address line 2
The second of the Customers address.
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Address line 3
The third line of the Customers address.
Address line 4
The fourth line of the Customers address.
Address line 5
The fifth line of the Customers address.
City
The City component of the Customers address.
State
The State component of the Customers address.
Postal Code
The Postal Code for the Customers address.
Delivery tab
Attention
Name
Attention
Phone
The phone number to be used for Delivery details.
Delivery Note
Defaults tab
All fields on the Defaults tab are Read Only and have had values predefined for the
Customer Type in POS SMS. These fields map to information in Epicor > Accounts
Receivable > Customer > Defaults.
Sales Person
Tax Code
The tax code applicable to this Customer.
Default Ship To
The default Ship-To used on a transaction for the Customer Account

(in the event that there is more than one Ship-To). The Ship To for
a transaction can be changed in Epicor POS in the header on the
main screen.
Price Class
The Price Class of the Customer Account. This is used primarily for
Special Pricing by Price Class.
Price Level
The Price level of the Customer Account. This is used to determine

which of the five price levels in Inventory is applicable to a
customer.
Trade Discount
The Trade Discount applicable to the Customer Account. This can be

changed for a transaction in POS Station (provided the operator has
the required permission).
278
Customer Menu
Customer History Search

Mouse
Customer menu > Enquiry > Customer Detail
Keyboard
The Customer History Search feature enables you to search all transactions (including
adjustment transactions) to efficiently acquire information on a specific Customer. You
could, for example, search for all transactions relating to a customer, or all transactions
at a particular location on a given date.
The Customer History Search screen is accessed from the Customer Detail screen.
On this screen, search criteria related to the Loyalty program are only available if the
Loyalty and Payment Programs module is licensed.
The search returns all transactions recorded against the specified customer. You can
then select to view the Customer History Detail for any selected transaction.
Description of fields on the screen: Customer History Search screen

Criteria
Type
Searches for transactions of the specified transaction type.

The drop-down list lists all POS Transaction Types.
Customer
Searches for transactions against the specified customer. Both the

Customer Code and Alternate Customer Codes are searched.
When the Customer History Search screen is opened from the
Customer Detail screen, the Customer field is pre-populated with
the Customer Code.
You can enter a code for a different Customer, or use wildcard
search characters.
The Search icon
Branch
opens the Customer Search screen.
Searches for transactions that were created at the specified Branch.
When the Customer History Search screen is opened from

Central:
The Branch field is enabled. You can type a Branch code, or use
wildcard search characters.
When the Customer History Search screen is opened at a

Branch:
The Branch field displays the current Branch Code and is readonly.
279
Document
Number
Searches for transactions matching the entered Document Number.

You can type a Document Number, or use wildcard search
characters.
Note: This search includes adjustment transactions.
Payment
Method
Searches for transactions that made use of the specified Payment

Method.
You can type a Payment Method, or use wildcard search characters.
The Search icon
opens the Payment Method Search screen.
Note: This search criterion will not return an adjustment
transaction, as an adjustment transaction never has a Payment Line.
Created Date
Searches for transactions where the Created Date is between the

From and To dates.
If no From date is selected, all transaction dates from the start are
searched. If no To date is selected, all transaction dates to the end
are searched. The From and To dates default to the current day's
date.
User
Searches for transactions created by the specified user.

You can type a User name, or use wildcard search characters. The
Search icon
opens the User Search screen.
Inventory Item
Searches for transactions that contain the specified Inventory Item

(e.g. Sales, Returns).
You can type an Inventory Item, or use wildcard search characters.
The Search icon
opens the Inventory Search screen.
Note: This search criterion will not return an adjustment
transaction, as an adjustment transaction never has any Inventory
Items associated with it.
Adjustment
Plan
Searches for transactions where the specified Plan is affected.
Adjustment
Plan Account
Searches for transactions where the specified Adjustment Plan

Account is affected.
You can type an Adjustment Plan, or use wildcard search characters.

The drop-down list lists all Adjustment Plans.
You can type an Adjustment Plan Account, or use wildcard search

characters. The drop-down list lists all Transaction Plan Accounts.
[Search Results Grid]
Grid details
The transactions returned by the search are displayed in Created Date order, from
newest to oldest, by default. You can change this view by using the standard POS grid
sort/filter functionality.
Double-clicking a transaction opens the Customer History Detail screen, with details of
the selected transaction.
280
Customer Menu
Type
(column)
The transaction Type.
Customer
(column)
The Customer Name on the transaction.
Branch
(column)
The Branch where the transaction occurred.
Docket ID
(column)
The Document Number for the transaction.
Created
(column)
The Created Date for the transaction.
User
(column)
The First Name and Last Name of the user who created the
transaction.
Permission Required

281
Customer History Detail

Mouse
Customer menu > Enquiry > Customer Detail > Customer History Search
Keyboard
The Customer History Detail screen is accessed from the Customer History Search
screen.
The Customer History Detail screen displays details of a transaction selected on the
Customer History Search screen, which may be a POS Transaction or a Plan Account
Adjustment transaction.
Description of fields on the screen: Customer History Detail screen

Transaction
(all fields are read-only)
Created Date

For Plan Account Adjustment transactions: The date the transaction
was created.
Order Date
The date of the Order. This does not have to be the same as the
Created Date.
For Plan Account Adjustment transactions: Blank.
Due Date
For sales transactions the Due Date will always be the same date as
the transaction date.
(untitled field)
The transaction type.

For Plan Account Adjustment transactions: Shows the value
Adjustment.
(untitled field)
The docket ID of the originating transaction.

For Plan Account Adjustment transactions: Shows the Document
Number for the Plan Account Adjustment.
Status
The processing status of the transaction. Valid values:
Cancelled - the transaction has been Voided.
282
Customer Menu
Customer
(all fields are read-only)
Customer
The Customer Code (blank for a cash sale).

For Plan Account Adjustment transactions: Shows the Customer
Code for the customer on the Plan Account Adjustment.
Name
The Customer name.

For Plan Account Adjustment transactions: Shows the First and Last
Name for the customer on the Plan Account Adjustment
Ship-To
The Ship-To code, if one exists.

For Plan Account Adjustment transactions: Shows the Ship-To Code
for the customer on the Plan Account Adjustment.
History
Grid details
In the case of Plan Account Adjustment transactions, the grid contains only one entry:
the adjustment transaction.
Document
Number
(column)
The document number.
Created Date
(column)
Order Date
(column)
The date of the Order. This does not have to be the same as the
Created Date.
For Plan Account Adjustment transactions: Shows the Document

Number for the adjustment transaction.
For Plan Account Adjustment transactions: Shows the date of the

adjustment transaction.

Description
(column)
The transaction type.
Amount
(column)
The transaction amount.
Reference
(column)
The transaction reference.
For Plan Account Adjustment transactions: Shows Plan Account

Adjustment.
283
Status
(column)
The processing status of the transaction. Valid values:
Cancelled - the transaction has been voided.
Detail
Grid details
The contents of the Details frame change depending on the type of record selected in
the History frame.
When the History frame displays a Plan Account Adjustment transaction, the grid
contains the following columns:
Plan Account Description
Plan Description
Adjustment Amount
When a Payment record is selected in the History frame, the grid contains the following
columns:
Payment Method
Paid
Cash Out
When a Sale or any other record is selected in the History frame that has inventory
item detail, the grid contains the following columns:
Item Code
Item Description
Quantity
Final Ext Price
If any other type of record is selected in the History frame, the Detail area is blank.
Columns displayed when the History frame displays a Plan Account Adjustment
transaction:
Plan Account
Description
Lists the Plan Account Description for each Plan Account on the
adjustment transaction.
Plan
Description
Shows the Plan Description, if there is a Plan associated with the

Plan Account Adjustment line, is blank otherwise.
Adjustment
Amount
Shows the Adjustment Amount for the adjustment line. The format
is inherited from the Plan Account Balance Format setting.
Columns displayed when the History frame displays a Payment transaction:

Payment
Method
The name of the current payment method.
Paid
The amount the customer has paid.
284
Customer Menu
Cash Out
The amount given as Cash Out.

Cash Out is only available for Payment Types that support Cash Out
as defined for that Payment Type in POS SMS. This field is read-only
if the Payment Type does not allow Cash Out.
Columns displayed when the History frame displays a Sale transaction:

Item Code
The Item Code for the inventory item on the transaction line.
Item
Description
The Item Description for the inventory item on the transaction line.
Quantity
The quantity of the inventory item on the transaction line.
Final Ext Price
The Final Extended Price for the transaction line.
Permission Required

285
Loyalty and Payment Programs

About Loyalty and Payment Programs
Many retail businesses offer a Loyalty Plan to their customers. The way these Plans work
differs greatly from one retail business to another. POS supports the implementation of a
flexible loyalty program, which is initially licensed and configured by the POS
Administrator within the POS Site Management Suite (SMS).
This topic explains key concepts relating to the Program and its configuration.
Note
The Loyalty and Payment Programs module requires a valid licence. The options
relating to Loyalty and Payment Programs will therefore only be available for
Branches to which the appropriate licence has been assigned in POS SMS on the
License Maintenance screen at Central.
Overview of POS SMS Loyalty and Payment Programs
The initial configuration of the Loyalty and Payment Programs module is done by the
POS Administrator within POS SMS. A Station Operator with the necessary permissions
can edit Customer details and also manage and modify Customer loyalty settings.
To understand how the Loyalty and Payment Programs module operates, it is useful to
know how it is structured in POS SMS. In POS SMS, the Loyalty and Payment
Programs node has four sub-nodes, namely:
Periods
Periods are blocks of time that restrict the use of Plan Accounts. For example, a Period
might be configured to apply every Monday, Wednesday, and Friday, from 7 am until 10
am.
Plan Accounts
Plan Accounts resemble Payment Methods. A customer can purchase or accrue a balance
for a Plan Account and then use that Plan Account as a form of payment. A Plan Account
is directly linked to a POS Payment Method, and each Plan Account is independently
configurable.
Plans
A Plan is a grouping of Plan Accounts, which serves to simplify the maintenance process.
Configuration of each Plan allows the Plan Accounts within it to have unique rules and
terms of use.
Customers
POS Customers hold a balance for Plan Accounts. From the customer's perspective, there
is a single balance for each Plan Account. However, from an audit perspective multiple
balances may exist, since there may be multiple sources for a Plan Account.
Plan Account Adjustments
In POS SMS, an additional node, Plan Account Adjustments, allows the POS
Administrator to make adjustments to Plan Account balances. In POS SMS, an
286
Customer Menu
adjustment can be a Plan Account Adjustment to a single Customer, or a Bulk
Adjustment, to multiple Customers' Plan Accounts.
In POS Station, the Station operator can make a Loyalty Adjustment to a Plan Account
balance, using the Loyalty Adjustment option on the Transaction, New menu.
Loyalty Adjustments are subject to the restrictions defined on the Related Plan Account
(i.e. the Plan Account in the context of the Plan). This means that if the Plan Account
being adjusted is subject to Period Restrictions, Usage Limits, and Repeats, these apply
when a Loyalty Adjustment is performed.
Periods
Once defined, Periods can be allocated to Related Plan Accounts (a Plan Account in the
context of a Plan). The Periods allocated to a Related Plan Account determine when the
Plan Account can be used.
Period restrictions apply to all POS sales and returns and to POS Loyalty Adjustments.
They do not apply to Adjustments made through POS SMS.
Usage Limits
When a Period is assigned to a Related Plan Account, it can also have a usage limit
applied. The usage limit is a value defined in the context of the Plan Account it relates
too; i.e. it is a monetary value for a Monetary Balance Plan Account or a Quantity for a
Quantity Balance Plan Account. A customer is restricted from exceeding the defined
Usage Limit within the defined Period.
Balance Format
Each Plan Account must have a Balance Format. The Balance Format on a Plan Account
can be either Monetary or Quantity:
Monetary
Monetary format implies the balance behaves like currency. It is used like money to
pay for purchases, via the Payment Screen in POS Station. For this reason, a
Monetary Plan Account is linked to a POS Payment Method.
Quantity
A Quantity format Plan Account cannot be used as a direct form of payment. The
balance can only be adjusted via an Adjustment screen.
Repeats
For Plan Accounts that have a Quantity Balance format, when a Period is defined it is
also possible to define a number of Free Repeats. A Free Repeat means a customer can
use the Plan Account again, within the specified Period for free. The number of Free
Repeats can be unlimited or limited.
Permission Required

The Maintain Customer - Loyalty permission is required to maintain information

287
Working with Customer Loyalty Information

Mouse
Keyboard
You can view and configure Customer Loyalty detail on the Loyalty tab on the
Customer Detail screen. The Loyalty tab has two sub-tabs:
the Balances sub-tab, and
the Plans sub-tab.
Managing Customer Loyalty Information

On the Balances sub-tab of the Customer Detail screen, you can perform the following
tasks:
view a Customer's Plan Account balances
put a Customer Plan Account on hold
take a Customer Plan Account off hold
edit a Plan Account Hold Reason
On the Plans sub-tab of the Customer Detail screen, you can perform the following
tasks:
view the Plans assigned to a Customer
assign a Plan to a Customer
remove a Plan assigned to a Customer
view Plan detail of a Plan assigned to a Customer
view a Plan's Plan Account Balances

Note
A Plan must have at least one Plan Account assigned to it. When a Plan account is
assigned to a Plan it requires additional configuration in POS SMS, which is specific to
that Plan Plan Account relationship.
View the Customer's Loyalty information

To manage a Customer's Loyalty information, you first need to do a search for the
Customer and display the Customer's Loyalty information.
1. View the customer details.
The Customer's details are displayed on the Customer Detail screen.
2. Click the Loyalty tab, where you can view and manage the Customer's Loyalty
information.
288
Customer Menu
Top
View a Customer's Plan Account balances

1. View the required customer's Loyalty details on the Loyalty tab on the Customer
Detail screen.
2. Click the Balances sub-tab to view the Customer's Plan Account balances.
3. Click Close to close the Customer Detail screen.
Notes
When viewed from a Branch, the field shows the "local" Balance for the Customer
as calculated at the Branch.
If any of the Plan Account records have the Opening Balance set to Unlimited,
this field will display the value Unlimited.
Top
Put a Customer Plan Account on hold

Detail screen.
3. Put the required Plan Account(s) on hold:
Select a Hold check box in any individual row to put that Plan Account on hold.
Select the header check box to put all Plan Accounts for the selected Customer
on hold.
4. Type or select a Reason for the hold on the Plan Account Hold Reason screen,
which is displayed when you select a Hold check box.
5. Type an optional Note, providing more detail regarding the Hold Reason, and then
click OK or press F2 to save the Reason and Note against the select Plan Account. If
you earlier selected the header check box, the Reason and Note will apply to all Plan
Account rows.
6. Click OK or press F2 to close the Customer Detail screen.
Notes
When a Plan Account is on hold, all balances related and unrelated are
unavailable for use.
In POS SMS the POS Administrator can configure the Plan Account Hold Reason
prompt to display in POS Station when a customer attempts to use a held Plan
Account. The prompt shows the Reason and an optional Note for the hold, which
enables the cashier to explain to the customer why their account is on hold and
pass on any other relevant information.
Top
Take a Customer Plan Account off hold
289

Detail screen.
3. Take the required Plan Account(s) off hold:
Clear the Hold check box in any individual row to take that Plan Account off
hold.
Clear the header check box to take all Plan Accounts for the selected Customer
off hold.
4. Click OK to confirm.
Note
When you take a Plan Account off hold, the associated Reason and Note are also
cleared.
Top
Edit a Plan Account Hold Reason

Detail screen.
3. Click the Ellipsis icon , which appears in the Plan Account Hold Reason column
if the Plan Account to which it applies is on hold.
4. On the Plan Account Hold Reason prompt screen, edit the Reason and Note (if a
Note is entered), as required.
Top
View the Plans assigned to a Customer

Detail screen.
Note
The default view shows only active Plans. To show all Plans, select Show All Plans in
the configuration drop-down text box. This will cause all Plans to be listed, regardless
of their Plan Account Start Dates. Plans that have been removed are also shown, as
well as Plans that no longer have any active balances.
Top
Assign a Plan to a Customer
290
Customer Menu
Detail screen.
2. Click the Plans sub-tab to view the Plans associated with a Customer.
3. Click Add.
4. On the Plan Search screen enter one or more search criteria and click Search.
5. On the Plan Search screen, click to select a Plan from the list of Plans returned by
the search.
6. Click OK or press F2. The selected Plan is added to the Customer Plan table on the
Plans sub-tab.
Notes
If the Start Date is today or in the past, a message prompt will warn you that the
plan has already started. Click OK to close the message and add the Plan.
You cannot add a Plan that has already been assigned to the customer, if all the
related Plan Accounts have a Beginning Balance of zero.
If you attempt to add a Plan that the customer already has, and that has
Beginning Balances, a message prompt will warn you that by adding this Plan
again, the Beginning Balances will be added to the customer's existing balances
for the Plan. Click OK if you want to add the balances again.
Top
Remove a Plan assigned to a Customer

Detail screen.
3. Click the Plan that you want to remove.
4. Click Remove.
5. Click OK to confirm.
If the display configuration is set to Show Active Plans, the removed Plan is no
longer shown. If Show All Plans is selected, the Removed and Removed Date
columns are updated. No adjustment is made to the Plan Account balances.
Notes
A Plan cannot be removed if it is already flagged as removed.
If a Plan is set to Payment Required, a message will inform you that the Plan has
been purchased by the customer, and that there may be money owed to the
customer as a result of removing the Plan. You should arrange a credit, if
necessary. If you click OK, removal will proceed.
If the Customer has any balances related to the Plan, the Select Plan for
291
Adjustment screen is displayed, which lists all the balances for each Plan
Account related to the Plan. You can choose to create an Adjustment now or later,
or to cancel removal.
Top
View Plan detail of a Plan assigned to a Customer

Detail screen.
3. Click the Plan whose details you want to view.
4. Click Plan Detail. The Plan's details are displayed on the Plan Maintenance
screen.
Top
View a Plan's Plan Account Balances

1. View the required Customer's Loyalty details on the Loyalty tab on the Customer
Detail screen.
3. Click on a Plan to select it.
4. Click Show Balances. The Plan Account Balances for the selected Plan are
displayed on the Plan Balances screen.
Notes
The Plan Balances screen displays a list of all the Plan Accounts and their
balances (including zero balances) within the selected Plan.
When viewed from Central the Balance field shows the Balance for the current
Plan Account as calculated at Central. When viewed from a Branch, the field
shows the "local" Balance for the Customer as calculated at the Branch.
If any of the Plan Account records have the Opening Balance set to Unlimited,
the Balance field will display the value Unlimited.
Top
292
Customer Menu
Plans
In the context of POS Loyalty and Payment Programs, a Plan is a grouping of Plan
Accounts, which serves to simplify the maintenance process.
A POS Station Operator with the necessary permissions can modify a Customer's loyalty
information.
Notes
A Plan must have at least one Plan Account assigned to it. When a Plan account is
assigned to a Plan it requires additional configuration that is specific to that Plan
Plan Account relationship. This configuration should be performed by a POS
Administrator, as described in the POS SMS User Guide.
Plans are read-only at the Branch level.
At Central, once a Plan or any Plan Accounts within it has passed its End Date, the
Plan becomes read-only. If any Plan Accounts or the Plan has no end date, the
Plan does not become read-only.
Detailed description of fields: Plan Maintenance screen

The Plan Maintenance screen is used to work with Plans. The functions and options on
this screen depend on where and how the screen is opened. For example, certain fields
can be edited if the Plan has one or more active Plan Accounts, but these fields become
read-only when the Plan, or any of the Plan Accounts within it, passes its End Date.
General Settings
Plan Code
A code that uniquely identifies the Plan, e.g. SEM1-09-A.
Plan Description
A description of the Plan, e.g. Semester 1 09 Plan A.
Payment
Required
(check box)
Determines whether the Plan must be paid for, before a Customer

can be assigned to the plan.
Purchase Item
Determines the item that, when sold to the customer, will assign
the Plan to the current customer. If a Plan does not require
payment, the customer can be assigned to the Plan in the
Customer Detail screen.
Note: When an existing Plan is opened that has one or more

active Plan Accounts, this check box is enabled if no customers
have activity purchased or have been assigned against this plan.
Otherwise, this check box is disabled. (An active Plan Account has
a Start Date which is today or a date in the past, or a blank Start
Date.)
If the plan requires payment (the Payment Required check box

is selected), a Purchase Item must be specified.
Note: If the current transaction is a sale transaction type and the
transaction contains a Plan Purchase Item or a Plan Account
Accrual Item, and there is no customer specified on the
transaction, a message will inform you that, if no Customer Code is
set on the transaction, any balance earned will not be associated
with any customer. You may choose to proceed without entering a
customer number.
293
Purchase Price
Shows the Price of the Purchase Item, if one exists, or is blank.

(Read-only.)
Note: The purchase price is displayed exactly as set in price level
1, regardless of the tax code.
Default Start
Date
Only a valid date may be entered or selected. Clicking the arrow

opens a date picker box that defaults to the current day's date.
Notes
1) If, when you edit a Plan, you change the Default Start Date,
any Plan Accounts that are using the Default End Date will take
the new Start Date. Any Plan Accounts that have a Start Date
defined that is different from the Default Start Date are not
affected.
2) When you copy a Plan, the Default Start Date of the original
Plan is copied, if it is the current date or a date in the future.
Otherwise this field is blank.
Default End Date
Only a valid date may be entered or selected. Clicking the arrow

opens a date picker box that defaults to the current day's date.
Notes
1) The Default End Date can be modified even if the existing
date is in the past. However, the new date cannot be set to a date
before the current date.
2) If, when you edit a Plan, you change the Default End Date,
any Plan Accounts that are using the Default End Date will take
the new End Date. Any Plan Accounts that have an End Date
defined that is different from the Default End Date are not
affected.
3) When you copy a Plan, the End Start Date of the original Plan
is copied, if it is the current date or a date in the future. Otherwise
this field is blank.
Plan Accounts
(This frame lists all the Plan Accounts associated with the Plan.)
This frame lists all the Plan Accounts associated with the Plan.
Plan Accounts
(column)
The Plan Account Description for each Plan Account. (Readonly.)
Start Date
(column)
The date when the Plan Account starts. (Read-only.)
End Date
(column)
The date when the Plan Account ends. (Read-only.)
294
Note: If, when you copy a Plan, a Plan Account Start Date on the
original Plan is in the past, the Start Date of that Plan Account is
not copied and this field is blank.
Note: If, when you copy a Plan, a Plan Account End Date on the
original Plan is in the past, the End Date of that Plan Account is not
copied and this field is blank.
Customer Menu
Beginning
Balance
(column)
The Beginning Balance for the Plan Account. (Read-only.)
Periods Defined
(column)
Yes, if there are Periods defined for the Plan Account, otherwise
No. (Read-only.)
Usage Limits
(column)
Yes, if there are Usage Limits defined for the Plan Account,
otherwise No. (Read-only.)
Resets Defined
(column)
Yes, if there are Reset rules defined for the Plan Account,
otherwise No. (Read-only.)
Add
(button)
Allows the user to assign a Plan Account to the Plan, on the Plan
Maintenance Plan Account screen.
(Plan Accounts should be added by a POS Administrator, as
described in the POS SMS User Guide.)
Note: This button is disabled if any customers have purchased or
been assigned this plan. No Plan Account can be added to a Plan
that has been purchased or has been assigned a customer.
Edit
(button)
This button is enabled if one or more Plan Accounts are

highlighted. It opens a Plan Maintenance Plan Account screen
for each selected Plan Account, one on top of the other. (The Plan
Account dates determine which fields are enabled.)
(Plan Accounts should be edited by a POS Administrator, as
described in the POS SMS User Guide.)
Remove
(button)
This button is enabled if one or more Plan Accounts are selected.
View Customers
(button)
Opens the Customer Search screen, pre-populated with the

current Plan Code.
Note: This button is disabled if any customers have purchased or

been assigned this plan. No Plan Account can be removed from a
Plan that has been purchased or has been assigned a customer.
Permission Required
The View Plans permission is required to view the Plan Maintenance screen.
The Maintain Plans permission is required to edit, add, and delete Plans.
295
Plan Balances
On the Plan Balances screen you can view the Plan Account Balances of a selected Plan
associated with a Customer. This screen can be accessed from the Loyalty tab (Plans
sub-tab) on the Customer Detail screen.
The Plan Balances screen displays a list of all the Plan Accounts within the selected
Plan. Every Plan Account within the Plan is listed, including zero-balance Plan Accounts.
Note
Archived balances cannot be seen when the Customer Detail screen is viewed at
Branch level.
Detailed description of fields: Plan Balances
Customer Code
The Customer Code for the selected Customer. Read-only.
Plan Code
The Plan Code for the selected Plan. Read-only.
Plan Account
Description
The Plan Account Description for the Plan Account. Read-only.
Balance
The balance of the Plan Account, within the selected Plan.

When this balance is viewed from the Branch, the "local" balance
is displayed. (Archived balances cannot be seen at the Branch
level.)
If any of the Plan Account records have their Opening Balance
set to Unlimited, this value will be Unlimited.
Permission Required

The Maintain Customer - Loyalty permission is required to maintain information

296
Shift Menu
Till Totals Report
Mouse
Shift menu > Till Totals
Keyboard
Press F11
Or: Press Alt+S, T
The Till Totals Report prints details of Sales and Receipts for each Station for the
selected date. Details include the Quantity for each Inventory Group sold, the total Sales
Amount for each Group, and the total Receipts summarised by each Payment Method.
Print the Till Totals Report

1. Select the Till Totals option (using one of the above navigation methods).
2. A pop up window will display a calendar, that will default to selecting the current
days' date. Press F2 to proceed with report for today's date, or select another date
as required (a date range cannot be selected).
3. The report will be previewed on the screen.
4. To print the report click on the Print icon.
5. Select the printer that the report is to be sent to, if the printer is not specified, the
report will be sent to the Windows default printer.
User Security
Till Totals permission
The Till Totals permission is required to be able to run the Till Totals in POS Station.
Without this permission the menu option is visible but disabled ('greyed out'), and
297
Shift Report
Mouse
Shift menu > Shift Report
Keyboard
Press Alt+S, S
The Shift Report display totals of the Sales and Receipts processed at that Station during
the Shift. The Shift Report is typically set up (in POS SMS) to automatically print when a
Shift is closed. However, a Shift Report can be run for any Shift (Open or Closed Shifts)
at any time using the Shift Report option on the Shift menu.
Print the Shift Report

1. Select the Shift Report option (use one of the navigation options as described
above).
2. The Shift Search screen will be displayed. Type in search criteria to locate the
required Shift.
3. To select the required Shift, either:
click the Shift and press F2
double-click the Shift
4. The report will be previewed on the screen.

5. To print the report click on the Print icon.
6. Select the printer that the report is to be sent to, if the printer is not specified, the
report will be sent to the Windows default printer.
User Security
Shift Report permission
The Shift Report permission is required to be able to run the Shift Report in POS
Station. Without this permission the menu option is visible but disabled ('greyed out'),
298
Shift Menu
Close a Shift
Mouse
Shift menu > Close Shift
Keyboard
Press Alt+S, C
A shift is the period of time during which the Station has been processing transactions.
A shift must be closed before it can be processed by the Cash Reconciliation Wizard
(CRW) in POS SMS. The CRW creates the Deposit Slip ready for banking. The Shift Close
procedure also triggers processing of EFT transactions.
Close a Shift
1. On the Shift menu, click Close Shift, or press the Alt+S, C keyboard combination.
2. On the Close Shift screen, press F2 to close the Shift.
Once the shift is closed, the POS Login screen is displayed. POS is now ready for
the next user to log in and open a new shift.
Notes
Reports can be set up to print automatically when the shift is closed e.g. the Shift
Report. The reports to be printed are defined in POS SMS.
Multiple users can log in (but not simultaneously) and operate POS Station using
the same shift. To change users, use the Log Out option on the Tools menu.
A closed shift cannot be reopened.
A shift must be closed before it can be processed by the Cash Reconciliation

Wizard in POS SMS.
Shift Close and EFT transactions

At the time an EFT transaction is processed by an EFT-enabled POS Station, the
customers funds are put on hold. This means the funds become unavailable, but there is
no transaction on the customer's account yet. As successive EFT transactions are
processed, they are put into a batch.
When Heartland is selected as payment processor in the POS Station Options, the batch
is automatically closed as part of the Shift Close procedure. The Shift Close triggers all
transactions within the batch to be processed with the bank. If the batch close is
successful, the Shift Close can continue. However, if the batch close operation fails,
additional steps must be taken, as outlined below.
Close a Shift with EFT transactions

1. On the Shift menu, click Close Shift, or press the Alt+S, C keyboard combination.
2. On the Close Shift screen, click Complete or press F2 to close the Shift. This
causes POS Station to submit a Batch Close request to the payment processor and
display a message to this effect.
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3. Depending on the result of the Batch Close request, proceed with one of the
following actions:
If POS displays a message indicating that the Batch Close is Reconciled, in

balance, click OK, and then click OK again to close the confirmation message.
POS Station will shut down. POS is now ready for the next user to log in and
open a new shift.
If POS displays the message Warning! The POS Batch is not equal to the
payment processor Batch, this means that the EFT Service has compared the
transaction count and card type totals submitted by POS to its own totals for the
batch, and found them to be out of balance. Click OK to close the warning
message, and then click OK again to close the Reconciled, out of balance
message. Notify your POS Administrator of the out-of-balance message. POS will
shut down. POS is now ready for the next user to log in and open a new shift.
The POS Administrator will attend to the out-of-balance error, using POS SMS.
If POS displays the message Batch Close failed, (possibly because a

connection could not be established with the EFT service), click OK, and then
contact your POS Administrator. The Shift will remain open until the problem has
been resolved.
Note
POS records details of an out-of-balance Shift Close in the POS Application Error Log.
The POS Administrator will use this information to resolve the imbalance in the Cash
Reconciliation Wizard in POS SMS.
Detailed information on fields: Close Shift screen

Shift
The unique identifier of the shift.

This is made up of:
the date the shift was opened (format: yymmdd)
the Branch ID
the Station ID
Shift Number (incremented by one for each shift opened at

the station each day)
Opened
The date and time the shift was opened.
Parked
Documents
The number of parked documents remaining in the system at

that Station (however, the documents may have been created in
a different shift).
Print check box
If this is ticked, any reports defined (in POS SMS) to print when
a shift is closed will be printed, e.g. a Shift Report.
User Security
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Shift Menu
exceeds a defined limit, authorisation is required by a User with greater access rights typically a Supervisor) that apply to users within that group.
Close Shift permission
The Close Shift permission is required to close a Shift in POS Station. Without this
permission the menu option is visible but disabled and therefore not selectable.
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Performing a Cash Drop

Mouse
Shift menu > Cash Drop > Cash Drop - Out / Cash Drop - In
Keyboard
Press Alt+S, D, O or I
The Cash Drop function allows a user with the necessary permission to perform cash
drops (in and out) of the cash drawer, with each cash drop being tracked and controlled.
You can perform a cash drop at any time, or when prompted to do so. If a Cash Drop
Prompt Value has been configured in POS SMS, the Station will prompt you to perform
a cash drop when the cash drawer balance for a particular payment method reaches the
set value. If you do not have permission to perform a cash drop, you will be prompted
for authorisation.
Cash Drop Denomination Tracking

If Cash Drop Denomination Tracking has been configured in POS SMS, the current
payment method is tracked for each cash drop.
Cash Drop Tracking

The Cash Drop function records the Shift ID, the User (either the current user or the
Authorising user), the date and time of the cash drop, and the total for each payment
method in each currency (Denomination Tracking) entered. The Cash Drop Docket
displays denominations and payment methods if they are entered as part of a cash drop.
Perform a cash drop when prompted

You will be prompted to perform a cash drop when the cash drawer balance for a
particular payment method reaches the Cash Drop Prompt Value configured in POS
SMS.
1. When the Perform a Cash Drop prompt appears, click OK, Perform a Cash Drop.
2. If you have the necessary permission to perform a cash drop, the Cash Drop screen
and the cash drawer will open. Otherwise you will be prompted for authorisation.
3. On the Cash Drop screen, click on a Payment Method to select it.
4. On the Denomination Tracking screen, type the Cash Drop amount in the Total
Value field.
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Shift Menu
Perform a cash drop

You can perform a cash drop - in or out - at any time.
1. On the Shift menu, point to Cash Drop, and then click Cash Drop - In or Cash
Drop - Out, depending on your requirement. You can also press the Alt+S, D, (O
or I) keyboard combination.
If you have the necessary permission to perform a cash drop, the Cash Drop screen
and the cash drawer will open. Otherwise you will be prompted for authorisation.
2. On the Cash Drop screen, click on a Payment Method to select it, and then type the
Cash Drop amount in the Total Value field.
3. On the Denomination Tracking screen, type the Cash Drop amount in the Total
Value field.
Note
The Float Value for a Payment Method does not affect the Cash Drawer Balance.
User Security
exceeds a defined limit, authorisation is required by a user with greater access rights typically a Supervisor) that apply to users within that group.
Perform Cash Drop permission
The Perform Cash Drop permission is required to perform a Cash Drop in POS Station,
within the users authorisation limits.
Cash Drop Limit Authorisation
The Cash Drop Limit authorisation controls the total value Cash Drop a user is
permitted to process before requiring authorisation.
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Station Menu
Opening the Cash Drawer
Mouse
Station menu > Cash Drawer
Keyboard
Press Ctrl+D
Or: Press Alt+A, O
The Open Cash Drawer option on the Station Menu allows the cash drawer to be
opened independently of a transaction. This option is useful for occasions where access
to the contents of the cash drawer may be required, but a transaction has not been
performed.
Open the Cash Drawer
On the Station menu, click Open Cash Drawer option (keyboard shortcut:
Ctrl+D).
The cash drawer opens.
Permission Required
The Open Cash Drawer permission is required to use the Open Cash Drawer
option in POS Station. Without this permission the menu option is visible but
unavailable.
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Station Menu
Suspend Automatic Printing

Mouse
Station menu > Suspend Printing
Keyboard
Press Alt+A, P
Dockets are configured in POS SMS to automatically print at the completion of a

transaction. Occasionally it may be necessary to temporarily stop this automatic printing,
for example if there is a problem with the printer. The Suspend Printing option enables
you temporarily suspend automatic printing.
Note
Any dockets not printed while printing is suspended can be reprinted late by
retrieving the transaction and clicking Print.
Suspend automatic printing from the Station
On the Station menu, click Suspend Printing.

Selecting this option will select or clear the Suspend Printing option in the menu
list (a pop-up window is not displayed).
Notes
When the Suspend Printing check box is selected, documents automatically sent
to the printer will not be printed.
When the Suspend Printing check box is cleared, printing will take place as
normal.
Suspended printing does not apply to the Print button, or to the Print option on
the Transaction menu. When a user specifically requests a Print using either of
these methods POS Station will send the document to the printer. Suspended
printing only applies to documents automatically sent to the printer, e.g. printing
of a docket at the completion of a sales transaction.
Printing can also be suspended via Station Maintenance in POS SMS.
Permission Required
The Suspend Printing permission is required to change the status of the Suspend
Printing option in POS Station. Without this permission the menu option is visible but
unavailable.
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Launch POS Web Browser

Mouse
Station menu > Launch POS Web Browser
Keyboard
Press Ctrl+B
A POS Station operator with the necessary permission can access a custom POS Web
browser.
The URL of the page that is displayed when the browser window opens (the home page)
is set by the POS Administrator, using the Branch Properties settings in POS SMS.
The POS Web browser interface supports basic navigation functions, by means of a
Home, Forward, and Back button.
Note
The browser's address box is read-only, which means that you cannot type a new
Web address. However, if the POS Web browser's home page contains hyperlinks to
other pages, either on the company intranet or the World Wide Web, you can
navigate to those pages by clicking the links.
Launch the POS Web Browser
On the Station menu, click Launch POS Web Browser (keyboard shortcut:
Ctrl+B).
The POS Web browser opens in a separate window.
Permission Required
The Launch POS Web Browser permission is required to launch the POS Web
browser in POS Station. Without this permission the menu option is visible but
unavailable.
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Station Menu
Lock Station
Mouse
Station menu > Lock Station
Keyboard
Press Ctrl+L
Or: Press Alt+A, S
Locking the Workstation will prevent anyone from using POS Station until the logged-in
User re-enters their password.
Lock a Station
On the Station menu, click Lock Station (keyboard shortcut: Ctrl+L).

The POS Login screen is displayed, ready for the logged-in User to re-enter their
password. The Station will remain locked until the required password is entered.
Note
A Station can be configured in POS SMS to lock the Station at the completion of a
transaction. In this case, the station will be automatically locked at the completion of
each transaction. This provides a useful security option to allow for Stations that may
be unattended between transactions.
Permission Required
The Lock Station permission is required to use the Lock Station option in POS
Station. Without this permission the menu option is visible but unavailable.
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Log Out
Mouse
Station menu > Log Out
Keyboard
Press Alt+A, L
Logging out of a POS Station will log out the User, but does not close the Shift.
Therefore, by logging out the Station is then available for another User to log in to the
Shift.
A Station can be configured in POS SMS to automatically log a User out at the
completion of each transaction. This is useful for Stations that are used by multiple
operators, for security purposes, and to ensure that the correct operator is recorded
against each transaction.
Log out of POS Station

1. On the Station menu, click, Log Out.
A confirmation message is displayed.
2. Click Yes to log out.
The User will then be logged out of the station, and the POS Login screen will be
displayed, ready for the next User to log in to the open Shift.
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Tools Menu
Change Password
Mouse
Tools menu > Change Password
Keyboard
Press Alt+O, P
For security purposes users should change their password from time. The Change
Password option allows a User to change their password from within the POS Station.
Change a User Password

1. Select the Change Password option (using above navigation).
2. Type in the Old Password, then tab to the New Password field.
3. Type in the New Password, then tab to the Confirm New Password field.
4. Retype the new password in the Confirm New Password field (this must match
the password entered in the New Password field or an error message will be
displayed).
5. Click OK to validate and save changes.
Detailed information on fields: Change User Password

User Name
The name of the user currently logged in is displayed. (Read-only.)

Click the info icon to display details about this User.
Old
Password
Type in the old password, then tab to the next field.
New
Password
Type in a new password, then tab to the next field.
Confirm New
Password
Type in the new password again. This should match the New
Password field. This is to ensure that a typing error does not occur.
If the new password is not accepted due to a mismatch between
the New Password and Confirm New Password fields, blank these
fields, then re-enter the password information then click ok.
Resolving password problems

If a user has problems logging in with a new password, the Password for that user will
have to be reset. This can be done in POS SMS by a User with Administrator access.
User Security
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Change Password permission
The Change Password permission is required in order for an operator to be able to
change their own password. Without this permission the menu option is visible but
disabled ('greyed out'), and therefore not selectable.
310
Tools Menu
Transaction Status
Mouse
Tools menu > Transaction Status
Keyboard
Press Alt+O, S
The Transaction Status option provides information on the number of transactions in POS
Station that have not yet been replicated to the Central database.
View the Transaction Status

1. Navigate to the Transaction Status option and select (see navigation above).
2. The most recent date and time that a transaction was replicated is displayed.
3. The total number of transactions not yet replicated is also displayed.
4. To view the transactions not yet replicated (and error messages if applicable), click
the Details button to display a report.
User Security
Transaction Status permission
The Transaction Status permission is required to be able to use the Transaction Status
option. Without this permission the menu option is visible but disabled ('greyed out'),
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Options
Mouse
Tools menu > Options
Keyboard
Press Alt+O, O
Selecting Options from the Tools menu will display details about peripheral hardware
used at that POS Station. Changing the options allows some control over the
configuration of the Printer, Cash Drawer, EFT Integrated device, Pole Display, and OnScreen Keyboard used at that Station.
Configure Station Options

1. On the Tools menu, click Options.
2. Modify the options as required on the various tabs.
User Security
Modify Station Options permission
The Modify Station Options permission is required in order for a User to be able to
access Station Options. Without this permission the menu option is visible but disabled
Detailed information on fields: Options

Printing
Docket Printer
(drop-down list)
A drop-down list, which permits a docket printer to be selected.

This field defaults to the Windows default printer.
Note: If dockets at this Station are previewed on the screen, instead
of being sent to a printer (e.g. in a demonstration or test
environment), ensure that the Docket Printer field is blank.
Print Prefix
String (Hex)
A character string to send to the printer before printing the docket.
Print Suffix
String (Hex)
A character string to send to the printer after printing the docket.
Cash Drawer
Port
The communications port to which the cash drawer is connected.

If this field is left blank, POS will assume that no cash drawer is set
312
Tools Menu
up.
Important
If a parallel cable is used to connect the cash drawer to a printer, or
directly to the POS Station, the parallel port must be set to LPT1.
Open String
(Hex)
A character string to send to the specified port to signal the cash

drawer to open.
This field is disabled and blank if no Cash Drawer Port is specified.
Only hexadecimal codes less than 100 and separated by a single
space are valid (e.g. 1B 70 0 50 50).
EFT Integration
EFT Device frame

Enabled
(check box)
Enables or disables EFT device integration.
[Drop down
list]
A drop-down list, which permits an EFT device to be selected.
If this check box is selected, the other fields in this frame become
available and required.
The current options are:
Ingenico (Australia)
Ingenico (US i6xx0-i3070)
Ocius Sentinel
Verifone vx510
Cherry Keyboard
Use EFTPOS
Printer
(check box)
If this check box is selected, EFT-integrated transactions will use the

EFT device printer for docket printing.
Use Keyboard
Card Reader
(check box)
If this check box is selected, EFT-integrated transactions will read

the card information via the swiping mechanism on the keyboard.
If this check box is cleared, EFT-integrated transactions will use the

docket printer.
Payment Processor frame

Payment
Processor
Enabled
(check box)
Enables or disables third-party EFT payment processing.

If this check box is selected, a payment processor must be selected
from the drop-down list, which becomes available.
Some of the devices require a payment processor to be selected,
other devices use the payment processor that is built in to POS, the
PC Eftpos payment processor. Currently the EFTPOS devices that
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require a payment processor to be selected are: Cherry Keyboard

and Ingenico (US i6xx0-i3070)
[Drop down
list]
A drop-down list, which permits a payment processor to be selected.

Currently, Heartland is the only payment processor available for
selection.
Note: Heartland is a provider of Electronic Funds Transfer
integration. The Heartland service works by receiving requests from
the POS Station, processing the requested EFT transactions via the
Heartland Network to the bank, and delivering the transaction
response back to POS.
Once the EFT device is configured in POS Station a payment method
should be configured to use it. Configuring the payment method to
use the device is done in POS SMS > Branch Maintenance >
Payment Methods tab.
Pole Display
Enabled
(check box)
If this check box is selected, POS will send output to the pole display
device.
This device displays to the customer the item being scanned (or
added to the transaction) and the items price. When a transaction is
finalised, both the total and change due amounts are updated on the
display.
The pole display Line Price Display settings are configured in POS
SMS, on the Pole Display tab of the Station Layout screen.
Notes
POS supports integration with the following pole display devices:
Logic Control device and DigiPOS WD-2030 device.
The Logic Control device shows the following rows of text:
Com Port
Line 1 (20 characters) shows the short description of the item

being scanned or added to the transaction.
Line 2 (19 characters) shows the quantity and the extended final
price (including or excluding tax). A third item, the Sale Subtotal
up to and including the current transaction line, is also displayed
on this line.
A drop-down selection list of all available communication ports.

Determines to which port the pole display will output information.
Note: This drop-down is enabled if the Enabled check box is
selected; otherwise, it is read-only.
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Tools Menu
Reset Char
ASCII Code
Enter the appropriate ASCII control characters for your pole display
device here as specified in the documentation supplied with the pole
display device. Different pole display devices may require different
ASCII control characters for resetting their display. See the
documentation supplied with each pole display device for a list of the
characters used by that device. A list of the ASCII control characters
can be found at http://www.asciitable.com/
Test
Connection
(button)
Initialises a connection test with the specified pole display device.

POS Station displays the following message:
If your Pole Display device is correctly connected and configured you should
see the message 'Test Succeeded' being displayed on the device. If not, check
that your drivers are set up correctly, and that you have the correct Com Port
selected.
If the test succeeds, the message "Test Succeeded" is displayed on

the pole display. If the connection test fails, no text is displayed on
the pole display device.
On-Screen Keyboard
Enabled
(check box)
If this check box is selected, the on-screen keyboard/keypad will be

displayed whenever a relevant button or icon is clicked, or a field is
selected that permits alpha-numeric data entry.
If this check box is selected, clicking the keyboard icon on the QSI
Station layout will cause the keyboard to be displayed.
Alphabetical
or
QWERTY
(option
buttons)
These options are available if the Enabled check box is selected for
On-Screen Keyboard.
When Alphabetical (the default) is selected, the on-screen keyboard
uses an alphabetical layout. When QWERTY is selected, the on-screen
keyboard uses the QWERTY layout.
Scale
Enabled
(checkbox)
If this checkbox is selected the other options on the screen become

available. The field adjacent to this checkbox displays a list of the
name(s) of weight scale devices that have been installed. (Currently,
only Datalogic Magellan 8400 weight scale device is supported)
Scale UOM
Displays a list of UOMs (units of measure) that are compatible with the
named weight scale device.
Note: Some configuration associated with weighable items needs to
completed in Epicor and POS SMS. Please see POS SMS Help or POS
SMS User Guide or POS Installation Guide for more details.
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Configuration
Mouse
Help menu > Configuration
Keyboard
Press Alt+H, C
The Configuration Report is used to display the configured settings at each of the three
levels of business (Central, Branch and Station).
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Help Menu
Help
Mouse
Help menu > Help
Keyboard
Press F1
Or: Press Alt+H, H
Selecting Help from the Help menu or pressing F1 from anywhere in POS Station will
display the online searchable Help information.
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POS Version: Help > About

Mouse
Help menu > About
Keyboard
Press Alt+H, A
The About dialogue box displays information regarding the version of POS being used
and details relating to its installation at your site.
Note
Always quote the version number when reporting any support issues.
318
Help Menu
Acknowledgements
Epicor POS uses icons created and provided by
http://www.famfamfam.com/lab/icons/silk/
319
How do I?
Configure Ingenico (Australia) EFT Device
Configure an Ingenico (Australia) EFT Device
Navigate to Tools > Options > EFT Integration tab
Ingenico (Australia) configuration:
Tick the Enabled checkbox to activate the drop down list associated with it. Then select
the appropriate EFTPOS device from the list.
If the Use EFTPOS Printer checkbox is enabled the EFT-integrated transaction will use
the printer on the device itself. If this checkbox is left unchecked the EFT-integrated
transaction will use the docket printer.
Use Keyboard Card Reader checkbox should be ticked if the swiping mechanism on
the device is to be used to read card information.
Payment Processor section should be left disabled. This is because the Ingenico
(Australia) device uses the PC EFTPOS payment processor which is built in to POS.
320
How do I?
Configure Ingenico (US i6xx0-i3070)

Configure an Ingenico (US i6xx0-i3070) EFT Device
Ingenico (US i6xx0-i3070) configuration.
Payment Processor section has to be enabled for the Ingenico (US i6xx0-i3070). The
Heartland payment processor must be selected.
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Configure Ocius Sentinel (UK)

Configure an Ocius Sentinel (UK) EFT Device
Ocius Sentinel (UK) configuration.
Ocius Sentinel Properties section. In the Ocius Sentinel Socket Host textbox enter
either r;localhost or the name of the server the payment processor is attached to. By
default the Ocius Sentinel runs on port 25000 so it is unlikely that the entry in the Ocius
Sentinel Socket Port textbox will need to be changed, if it does need to be changed enter
the correct number port for your installation.
Payment Processor section should be left disabled. This is because the Ocius Sentinel
(UK) device uses the PC EFTPOS payment processor which is built in to POS.
322
How do I?
Configure Verifone vx510

Configure a Verifone vx510 EFT Device
Verifone VX510 configuration.
Serial Port Properties section. Select the appropriate COM port from the COM Port
Name drop down list. This is dependent on the server the device is connected to.
Note: Failure to set the COM port correctly will result in communications between the
computer and the device being severed.
Payment Processor section should be left disabled. This is because the Verifone vx510
device uses the PC EFTPOS payment processor which is built in to POS.
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Configure Cherry Keyboard EFT Device

Configure a Cherry Keyboard EFT Device
Cherry Keyboard configuration
Payment Processor section has to be enabled for the Cherry Keyboard device. The
Heartland payment processor must be selected.
324
How do I?
Configure weight scales

Mouse
Tools menu > Options > Scale tab
Keyboard
Press Alt+O, O
On the Scale tab tick the Enabled checkbox. Doing this enables the other two fields on
the screen.
In the drop down list adjacent to the Enabled checkbox select the device name.
In the Scale UOM field select the Unit of Measure that the scales will use.
Click OK to save these changes.
Note: Additional configuration is required in POS SMS. Firstly in UOMs to set which
UOMs are 'Weighable' and optionally in specific Inventory Items to set an 'Override
Weighable UOM' flag. The Override Weighable UOM flag is used where items have bee
pre-weighed. Items from the Deli department of a supermarket, for example. In this
case the item does not need to be weighed again in POS Station. It will simply be
scanned at POS Station and the weight and quantity read from the barcode.
To set the Weighable flag on a UOM

Navigate to POS SMS > Workbench > Central > System > UOMs. Search for the
required UOM and double click to access the UOM properties. Place a tick in the
Weighable checkbox to allow this UOM to be used i conjunction with the weight scales.
To override the weighable uom for specified Inventory Items

(e.g. items that are pre-weighed at a Deli counter)
Navigate to POS SMS > Workbench > Central > System > Inventory. Search for
the inventory item and double click to access the Item Detail screen. Place a tick in the
Override Weighable UOM if required.
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Ensure that the changes are replicated to the Branches.

When configuration is complete POS Station will take the Quantity from the weight
scales for items that have 'Weighable UOMs'. For items where the Override Weighable
UOM is set the Quantity will be read from the scanning of the barcode.
326
How do I?
Configure Bar-Coded Boarding Pass Scanning

In POS SMS there are three items to be configured to enable Bar-Coded Boarding Pass
Scanning:
POS Enterprise Manager > Central > Site Settings > Company Settings >
Properties > POS General Settings tab > checkbox labeled Enable Bar-coded
Boarding Pass.
Place a tick in this checkbox.
POS Enterprise Manager > Central > Site Settings > User Interface Options >
Station Layout.
Select the appropriate station layout code, right-click and select Properties.
On Station Layout > General Tab > Dynamic Content field select BCBP Scan Data
from the drop down list.
On the Prompts Tab > Prompt for BCBP Scan: field place a tick in the adjacent
checkbox.
Replicate these changes to Branch via SQL or wait for the scheduled task to complete.
Open POS Station as normal and if Prompt for BCBP Scan: has been ticked the Scan
BCBP Barcode dialog
is displayed so that the POS Operator is required to scan a Bar-coded Boarding Pass
before the transaction can be completed.
327
Configure Third Party Loyalty & Gift Cards

To configure POS so that Third Party/Givex Loyalty and Gift cards can be used complete
this set of steps:
1. Configure Inventory Items that will be used to sell Gift Cards only
2. Configure a Payment Method to use the Payment Type Gift or Loyalty Card and add
that Payment Method to the POS Station Payment screen.
3. Enable Loyalty and Gift card scanning on Company Settings
4. Set the User ID and Password on Branch Maintenance
5. Configure POS Station Layout to Prompt the POS Operator to ask the customer for a
Loyalty card (optional)
1. Configure Inventory Items in POS SMS that will be used to sell Gift Cards
only
Inventory Items that are to be used for selling Gift Cards should be configured as zeropriced items in POS. To denote that this inventory item is to be treated as a gift card tick
the checkbox 'Integrated Gift Card' on the Item Details screen in POS SMS > Central
> Maintenance > System > Inventory. A rule has been set up that when an item like
this is scanned and added to a transaction in POS Station the operator is prompted to
scan a gift card number and enter a price. This price is used when activating the card
to add the appropriate value.
2. Configure a Payment Method in POS SMS to use the Payment Type = 'Gift or
Loyalty'
A new AR Payment Method for Givex cards (only one required) can be created in Epicor
and integrated into POS in the normal manner, or you can use an existing Epicor AR
Payment Method. In POS SMS create a new Payment Method in the normal manner
selecting the new Payment Type - Gift or Loyalty Card, and a suitable AR Payment
328
How do I?
Method that has been integrated from Epicor. Assign the new Payment Method to a
Payment Method Fast Key Template. Remember that the payment method needs
additional configuration at the Branch Level also. When this Payment Method is used in
POS Station a prompt is displayed so that the POS Operator can scan either a Gift Card
or a Loyalty Card (Loyalty Cards can have a Currency Balance and be used as a method
of payment).
The Givex server can distinguish between either Gift Cards or Loyalty Cards scanned
here so that only one payment method needs to be configured. (Please see the POS SMS
User Guide for further details on how to create a Payment Method.)
3. Enable Loyalty and Gift card scanning on Company Settings in POS SMS
Most of data required for the settings on the Loyalty & Gift Card tab will be supplied by
the provider of the service. If your organization is using the same provider for both
services then you can provide all the details in the loyalty card section and tick the Use
same details as Loyalty Card service in the Gift Card (lower) section.
329

4. Set the Loyalty & Gift Card User ID and Password at Branch Level in POS
SMS
A new tab has been added to Branch Maintenance titled Third Party Loyalty. Navigate
to this tab and enter the User Id and Password that has been assigned by the service
provider.
5. Configure POS Station Layout in POS SMS to Prompt the POS Operator to
scan the Loyalty Card
A new checkbox has been added to the Prompts tab on Station Layout in POS SMS.
When this checkbox is ticked POS Station will display a prompt to the POS Station
operator to ask the customer to scan their Loyalty card when a Sale, Order or Lay-By
transaction is saved.
Once these steps are completed POS Station will be ready to use third party Loyalty/Gift
cards.
330
How do I?
Configure Givex Rewards Cards

To configure POS so that Givex Rewards cards can be used complete this set of steps:
In POS SMS:
Company Settings > Loyalty & Gift Card tab - Enable and configure the Loyalty Card
Service section
Branch Maintenance > Third Party Loyalty - Configure the required settings in the
Loyalty card service section
Branch Maintenance > Rewards tab - Enable the Rewards Program and configure
one or more Rewards cards and associated discounts.
Site Settings > User Interface Options > Station Layout - Configure POS Station
Layout to Prompt the POS Operator to ask the customer for a Loyalty card (optional). A
new checkbox has been added to the Prompts tab on Station Layout. When this
checkbox is ticked POS Station will display a Loyalty Card prompt to the POS Station
operator to ask the customer if they have a Loyalty/Rewards card when a Sale, Order or
Lay-By transaction is saved.
If the Rewards card has any discount associated with it and the items in the transaction
are not on any type of Promotion either in Epicor or POS then the Rewards Discount will
331

be applied to the sale and any associated points issue will be verified with the Rewards
Program provider.
332
How do I?
Configure Precise Gift Card

Precise Gift Card is a service which will use Gift Cards supplied by third parties. A
separate Loyalty and Payment Programs licence must be purchased to use this
functionality. Once configuration is complete the gift cards can be used in POS Station
in the same way as any other payment method. The cards can also be scanned to
retrieve details, i.e. Card Balance and Expiry date. When a gift card is used as a
payment method the Balance available on the card will be displayed for cardholder and
POS Station users' convenience. The Gift Card can be configured to be refundable, have
a PIN associated with it, and have an Expiry Date.
The service comes as a separate installation package and details of how to install the
service are included in the Precise POS Installation Guide. Once installed the service
must be configured, details of how to do this are also included in the installation guide.
Configuration of the service is completed in POS SMS so that Gift Cards can be scanned
and used as payment methods in POS Station.
Steps to complete are:
Purchase the licence

Install the package
Create a new database specifically for the gift card data
Run the supplied SQL Script on the new database
Amend the configuration file to point to the correct server and the gift card
database
Start the Windows service 'Precise Card Service'
Add card numbers to the gift card database
Configure the following in POS SMS
o Company Settings > Loyalty & Gift Card
o New Payment Method with 'Payment Type of Gift or Loyalty Card'
o Add the gift card payment method to the Payment Method Fast Key
Template(s) used by the POS Stations
o Configure one or more inventory items to be used as gift card items. This
is a checkbox on the Item Details screen.
o Replicate the changes from Central down to the Branches
o Check the Gift Card settings on Branch Properties > Third Party Loyalty
tab
After completion of these steps the Precise Gift Card functionality is ready to use in POS
Station. See the Precise POS Installation Guide for more details on all of the steps.
333
Frequently Asked Questions

This section provides explanations for common queries that the Support team fields from
time to time. If you do not find an answer to your question here, or elsewhere in the
Online Help/User Guide, please contact your Support representative.
POS Station closes unexpectedly

Reason This sort of problem can occur when printing rules and reports have not been
correctly configured. For example, a print rule was created in POS SMS and this related
to a specific report such as the Sales Docket. However, some time later the folder or
Report itself has been renamed or moved. Consequently, when POS Station attempts to
use the report, it searches the defined folder for the report name, and closes when it
cannot be found.
Resolution To check to see if this is the cause of your error, view the Log table. An
entry should have been made to explain the error before POS closed. To rectify the
problem, edit the Print Rule in POS SMS to point at the correct report in the correct
folder.
I have an Error Window with a system error message

Reason This type of problem can occur when the application encounters an unexpected
condition. This may be due to an application error or data error.
Resolution
1. Click the Print button to send details of the error to the docket printer. '
2. E-mail or fax details of the error to your Support representative for further
investigation. It is also important to write down the exact sequence of events
immediately prior to receiving the error e.g. note the Customer account, Item
number, transaction type, etc....that were being used, as these details will assist
greatly when trying to reproduce and resolve the issue. Also note whether the
problem occurs randomly, or only under certain conditions.
New Customer integrated from Epicor 9 has a Status of 'No

New Business'
Reason: This is because the Customer is on Credit Hold in Epicor 9. The idea in Epicor
9 is that a Customer is taken off Credit Hold once credit checks have been completed.
Resolution Take the Customer off Credit Hold in Epicor 9. Once this change has been
integrated into POS the Customer will have a Status of 'Active' in POS.
Caution
Do not press Ctrl+Alt+Delete when an error occurs. This can cause data corruption
that can be difficult to detect and fix.
334

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Retrieve Menu ................................................................................................ 158

POS Station User Guide

Customer Search ............................................................................................ 265

EPICOR Precise POS Station User Guide

Configure Precise Gift Card .............................................................................. 333

Introduction: Epicor Precise POS Station

About Online Help

Reference topics explain features or concepts. On the Help Contents tab,

To find a particular Help topic

Data flows between Epicor, POS Central and POS Branches

The Customer Account is saved in the Company Database.

This is integrated to the Central Database via POS Integration Manager.

2. A Customer Account is edited at a Station

The Customer record is then integrated to the Company Database via

Data flows between multiple Branches and the Head Office

POS Station User Guide

Data flows between trading companies within one organisation

POS Station User Guide

Logging in to a POS Station

Log in to a POS Station

Detailed information on fields: Login Screen

Click the Branch search icon to display a list of Branches. When a

Click the search icon to open the Station Search screen.

When a new Station is selected, the Shift and Shift Opened

If the selected station is already logged in to on another

The User Name to identify the User logging in.

The Password associated with the User Name.

POS Station User Guide

Auto Update Service

2. If required, click the ellipsis icon

to change the float value.

POS Station User Guide

Changing the Float Value

Changing the Float Value

to change the Float Value.

4. On the Denomination Tracking screen, enter the Total Value amount.

5. Click OK to close the Denomination Tracking screen.

Permissions, Authorisations and Limits

POS Station User Guide

is set to zero, all manual discounts would have to be authorised by a superior.

Customer details section

Transaction details section

Dynamic Content Area

POS Station User Guide

Using the Menu Bar

Use keyboard shortcuts to access the menu bar

For example, press Alt+T to view the Transaction menu options.

Use the Mouse to access the Menu bar

The General tab displays the Customer's general details.

Description of fields on the screen: Customer Detail screen

The Customer's identifying code. Read-only.

The name of the Customer.

If the Customer Type is required to be changed, select another

If a non-AR Account Customer is changed to a Customer

If an AR Account Customer is changed from one AR

If an attempt is made to change a Customer Type from an

Note: The Maintain Customers Customer Type permission

The primary contact phone number for the Customer.

An alternate contact phone number for the Customer, e.g. a

POS Station User Guide