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Point of Sale/Order Entry Parameters

Point of Sale Parameters​

The POS parameters control processes and posting information and are used throughout the Point of Sale (POS) module for daily activities, accounting, pricing and discounts, service charge, and tips.

Note: Please contact your CPA or accountant if the G/L account information required here is not clear.

Prerequisite(s) Chart of Accounts must be installed.

From the menu select System Administration, Configuration, Point of Sale Parameters. Then select a tab to maintain, see below.

General Tab​

The prompts in the General Tab are used to define General Ledger accounts that will be used in instances where the department on an item being sold has a blank G/L account number.

  • Enter a G/L Sales account number. This account is used when the Department assigned to an item sold through POS does not have a Sales account maintained on the General Accounts Tab. Changing this field also changes the Sales Account field in the Accounts Receivable Parameters.
  • Enter a G/L Cost of Sales account number, This account is used when the Department assigned to an item sold through POS does not have a Cost of Sales account maintained on the General Accounts Tab.
  • Enter a G/L Cash Clearing account number. This account is used for clearing the POS transactions through cash receipts journal when posting cash to the GL.
  • Enter a G/L Cash Register Over/Short account number. This account is used to book an over or short amount encountered during the Point of Sale close out reconciliation process. The system will compare the amount entered by the user to the sum of the pay types on the tickets selected during the batch out.
  • Enter an Inventory G/L account number. This account is used when the Department assigned to an item sold through POS does not have an Inventory account maintained on the General Accounts Tab.
  • Enter a G/L Paid Out Suspense account number. This account is used by the Paid Out and Paid In function. The register clerk will not be responsible for knowing the G/L account to be debited when cash is paid out of the register. Therefore, all paid out entries will be made to this account, and you will be able to change the account distribution through Edit Journal Transactions prior to posting to the General Ledger.
  • Enter an Retail Discount account number. This account is used when Retail Discounts are added to a ticket in POS. This is a discount that is given reduces the extended amount and the sales tax collected is also reduced on the extended total for the item. (I.E. The customer gets a discount on the item and only pays the amount of the sales tax due on the discounted extended total amount.)
  • Enter an Manufacturer Discount account number. This account is used when MFG. Discounts are added to a ticket in POS. This is a discount that is given that does not affect the sales tax collected on the extended total for the item. (I.E. The customer gets a discount on the item but is responsible for paying the full amount of the sales tax due on the original extended total amount before the discount.)
  • Enter an Tips clearing account number. This account is used when TIPS are added to a ticket in POS. All TIPS taken during the day post to this account for later clearing through Payroll or cashed out through POS for staff.
  • Choose the ticket level Discount Sales Tax base to use;
  • Net - This option calculates the Sales tax due on the net amount of the ticket total after the ticket level discount is applied.
  • Gross - This option calculates the Sales Tax due on the gross amount of the ticket before the ticket level discount is applied.
  • Select whether Cost + Pricing refers to using the Vendor's cost or Weighted Average cost. Click on the down arrow for a drop down menu. Select either Vendor cost or Weighted Average. If the vendor's cost is used, the cost of the first vendor listed on the part in the Inventory File is used.
  • If you use Cost-plus pricing as a pricing method for your customer base, you can establish a cost-plus formula in the Customer File or Pay Type Code file. The most common method is the Customer File where you can establish a different cost-plus price level for each customer if desired. Setting up your cost-plus pricing method in the Customer File will force you to require a customer number at the Point of Sale register. Note: Changing this field also changes the Cost-plus Pricing field in the Inventory Parameters.
  • Enter whether you want to Print the List Price on Point of Sale receipts when it is higher than the price charged to the customer. Enter a check mark to enable this feature or leave the box unchecked to disable it.
  • Note: This option is used in conjunction with the List Column (1 - <5>) option.

Important: In order to use the list price functionality, you must maintain a separate price column in your Inventory File that represents the list price of a part. Do not confuse list price with your retail price. The idea is to show the customer that you are charging below list price when applicable.

  • This feature is compatible with 40 column receipts only. It does not work with 8.5x11 invoice layouts.
  • Select from the drop down menu the List Column in the Inventory File that represents list price. This is only used when the previous option, Print List Price, is enabled.
  • Decide whether Cumulative Qty Breaks should be accumulated for the entire quantity sold or broken down based on the quantity break discounts established in the Inventory File. Enter a check in the box if you want to use cumulative quantity breaks, leave the box unchecked if you don’t want to use cumulative quantity breaks.
  • Checking the box applies one discount percentage to the total quantity sold; No check breaks down the quantity discounts.

For example: Suppose you sell a quantity of 19 of part number XY-256 which has the following quantity breaks set up on it's Inventory File:
Qty  : 6 12 24
Discount :  10% 12% 20%
With Cum Qty Break is set to YES, a 12% discount is applied to all 19 items.

With Cum Qty Break is set to NO: 12  items get a 12% discount
6  items get a 10% discount
1  item gets a 0 discount
----                  
19  items sold

Note: This option is only used when parts have quantity break discounts established. (Refer to Inventory Maintenance)

  • Display Discount as a Percentage - Displays Discount using % versus $ amount. Can be checked or unchecked on each ticket as required.

Cash Register Tab​

-- Pay Type Codes --​

  • Enter a pay type code to be used as the Default Sales pay type at the register. This should be the most commonly used payment type for Point of Sale transactions. Hint: Cash is usually the most commonly used payment type.
  • Enter a pay type code to be used as the Received on Account pay type at the register. The Received on Account option can be found under the "Functions" menu in the Point of Sale window.
  • Enter a pay type code to be used as the Paid Out pay type at the register. The Paid Out option can be found under the "Functions" menu in the Point of Sale window.
  • Enter a pay type code to be used as the Default Change pay type. Each location code can be defined with it's own change pay type as well. This parameter should be defined to eliminate any issues during setup and use.
  • Enter a pay type to be used for Cash Tips. This setting is only required if your company allows staff to accept tips at the POS stations. It can be left undefined if tips are not accepted.

---Miscellaneous---​

  • Several of the prompts in the Miscellaneous section of the Cash Register window have corresponding check boxes that are used to determine if that option is a "Yes" or "No". When the box is checked, you are answering YES to the prompt. When the box is left un-checked, you are answering NO to the prompt.
  • Auto Post to G/L - Enter a check for YES or leave box unchecked for NO to determine if your accounting transactions should Auto Post to the General Ledger at the time the Point of Sale batch is posted to a journal. This is not at the time the tickets are entered in Point of Sale; posting a Point of Sale batch to a journal is a separate menu option. The suggested answer is NO.

Important: Your answer here does not affect the timing of in-house charge sales. Customers who charge items to their account at the Point of Sale register will have their account updated immediately.

  • An entry of NO will allow you to post these items at another time through the Post to General Ledger routine on the System Administration Menu.
  • An entry of YES will automatically post accounting transactions to the General Ledger at the time the Point of Sale batch is posted to a journal.

Note: Posting DockMaster to the G/L manually through System Administration allows for printing of audit reports and transaction editing before the General Ledger is updated.

  • Enter a check mark for YES or leave the box unchecked for NO to whether you want to use an Implied Decimal when entering dollar figures at the register.
  • Selecting YES assumes a decimal before the last two digits in any amount entered without a decimal.

For example:
Entering 50 1532 20.00
Displays as .50 15.32 20.00

  • Selecting NO assumes a decimal and zero cents at the end of any amounts entered without a decimal.

For example:
Enter 50 1532 20.00
Display 50.00 1,532.00 20.00

  • Enter a check mark for YES or leave the box unchecked for NO to whether you want to Create ROA CR Memos when a payment is received on a customer's account through the Point of Sale program.
  • An entry of YES will force the system to create a credit memo on the customer's account for the amount of the payment. The credit memo must then be applied through A/R programs Apply Credit Memos or Auto Apply Credit Memos.
  • An entry of NO will automatically apply the payment received to the oldest open invoices in the customer's account. Any overpayment will show as a credit memo.
  • Enter a check mark for YES or leave the box unchecked for NO to Display a Customer’s Balance on the Point of Sale screen when a customer account number is input.
  • Enter a check mark for YES or leave the box unchecked for NO to Recall Clerk ID at POS. If yes the clerk will not be prompted to login for each transaction. If no then the clerk will be prompted for a clerk id and password before each transaction can be started. If multiple clerks use a register and you want to track each clerk's activity then it is recommended that recall is set to no.
  • Enter a Days For Past Due Message figure if you want the system to warn the clerk when a customer is past due. The figure entered should be the number of days when a customer is considered past due on his account.
  • Choose whether to Verify Cash at Checkout should display during the Daily Checkout Procedure.
  • A check mark indicates YES will bring up the Daily Cash Out window to allow the clerk to enter the actual cash in the cash drawer. The amount entered will be used to calculate the over/short entry for the day. The window is shown below.
  • NO check mark will close out without requiring the clerk to enter the cash verification process.
  • Secure Checkout - Enter a check mark for YES or leave the box unchecked for NO as to whether Secure Checkout should be enabled during the Daily Checkout Procedure.
  • If no then the Detail Checkout window will display during the cash verification process. The Amount Received column, though, will be hidden.

Miscellaneous Tab​

  • The default POS customer id is 00000, and it will automatically load for each transaction. It is not recommended that the default customer id field be left blank as the clerk cannot start a new ticket until a customer id has been entered first.
  • Allow Edit of Extension Answer YES by checking the box or NO by leaving the box blank to whether you want to Allow Edit of Extension an item.
  • Change Statement Description - Enter check mark to indicate YES by to allow the user to Change the Statement Description that will appear on a customer’s monthly A/R statement or leave the box blank to indicate NO . An entry of YES will automatically prompt you with a Statement Description window when you finalize a ticket. Otherwise the statement description will default to Ship Store Purchase.
  • Add Core Part - Enter YES by checking the box or NO by leaving the box blank to whether you want the system to automatically Add the Core Part Number when an item with a core part number is sold.
  • Enter whether you want to Check Out registers by List or Date. Each method is described below;
  • List - Selecting tickets by (L)ist will select all tickets since the last checkout. This method insures that you do not miss any tickets from prior days that were entered after a checkout was performed.
  • Date - Selecting tickets by (D)ate will only select tickets within the date range specified by the user. This option will display a window and request a date range for the check out.
  • Enter YES by checking the box or NO by leaving the box blank to whether you want to Consolidate like Parts on a ticket;
  • Answer YES to this option if you want to increment the quantity of an existing part when the same part is added a second time.
  • Answer NO to allow the same part to show multiple times on a ticket.
  • Stop Retail Discount - Enter YES by checking the box or NO by leaving the box blank as to whether a discount amount can be entered in the Retail Discount prompt for each line item added to a ticket.
  • Display Alternate Parts - Enter YES by checking the box or NO by leaving the box blank to whether you want the system to automatically present a list of the alternate parts for the part number entered.
  • Sales Slip Message Screen to add a message that will print at the bottom of all your receipts. The cursor will be at line 1); type in your message exactly as you want it to appear on the bottom of your receipts. The message will be centered automatically, and can be as many lines as necessary. When you are finished typing your message, press the Save button from the Command Panel.

-- POS Options --​

  • Domain Register Port mode -
  • Track Lost Sales - Enter YES by checking the box if you want to allow clerks to track lost sales when an item is not in stock.
  • Auto In Hand Override - Enter YES by checking the box if you want to override the special order prompt when selling an item that is not currently in stock.
  • Tip Processing - Enter YES by checking the box if you want to activate the capability to accept Tips at POS. Note; checking this box requires that the Tips GL account and Tip pay type be defined before leaving the parameters.
  • Auto Email Receipts - Enter YES by checking the box to automatically email POS receipts when a customer has an email address defined and has requested email statements.

Note: The customer record in DockMaster must have an email provided and the Email Statements option checked.  In point of sale, select a PDF printed document and save to trigger the email.

  • Enable Electronic Tape - This option is used for auditing activity in POS. It should only be turned on when there appears to be an issue or suspicious activity. Leaving the box checked will slow down the processing of sales.

-- Service Charge --​

  • Service Charge % - Enter the percentage to add to a ticket when a service charge or resort fee is collected on specific items sold at POS.
  • Tax Schema - Select the tax schema to be used for taxing the service charge. If no taxes should be calculated on the service charge then enter the NoTax schema.
  • Service Charge Distribution - This grid contains the GL accounts and the percentage to spread across the accounts when a service charge is applied to a ticket. Note, multiple GL accounts can be entered here, however the total percentage spread across them must equal 100.00%