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BerlinPOS: Point of Sale Guide

Contents:


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Log in


 

Step 1: Click on the “Password” button.

 

Click the Password Button

Step 2: Enter your client code, username, and password into the corresponding fields and then click on “Sign in”.

Enter Log in Info and click Sign In

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POS Interface


Product Groups

Product groups are located on the very top of your POS screen. Each button represents one of the product groups you created in the ERPLY back office. If you click on one of these product group buttons, you will see a list of all products that you can select to add to the shopping cart. (NOTE: Each product in ERPLY is classified under a product group.)

Guide on Product Groups

Product Groups

Quick Selections

Located in the middle of your POS screen. You can add a product to your “Quick Selection” list from the ERPLY back-office. Quick selections are used for products that are frequently purchased at your store. This feature makes it easy to find these items quickly, especially products that may be considered “top sellers,” instead of having to search for the product at the POS.

Guide on Quick Select buttons

Quick Select Buttons in QuickServe View

Functions

The “Function” buttons can be used for any action which does not affect the current information displayed in the shopping cart (anything you can think of as a cashier which is not related to the current sale in progress). For example, pulling up a saved sale, viewing the X report, viewing recent transactions, etc…

Functions are any actions taken at POS not related to the current sale

Sales Options

These buttons are used to manipulate/edit the current information displayed in the shopping cart (editing the current sale in progress).

Sales Options are actions you can make on a current sale

Switch/Lock

The Switch button allows you to switch between employees using their PIN code.  The Lock button logs you out of the POS and you’ll need to log back in again with your username and password or PIN. Switching users preserves the sale in cart, and is appropriate for use with managerial overrides.  Locking the POS will remove anything in the cart.

Switch user with PIn or lock out users and require password

Settings Area

Allows you to turn on edit mode, access the back-office inventory, switch views of the POS, and add configurations (if the user has access in their user group).

Status bar, edit mode, inventory/back office, Settings, Current User

Status Bar – indicates the status of your connection to the ERPLY services. The icon shown above means excellent connection. A lower number of bars means difficulty connecting to our servers. Usually this is related to internet connectivity, but can also indicate interference from firewalls or network security, or anything else that may block or hinder the ERPLY servers from reaching your device.

 

Edit Mode – allows you to edit the product’s retail price, name, and code directly on the POS. Editing the products here will save those changes to the backend inventory as well.

 

Switch Viewallows you to toggle between the two views, Quick Serve view (with all the products as buttons) and Retail View (optimal for barcode scanning).

 

Settings – Additional settings and configurations for the POS only.


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Settings


To access the Settings on the POS, first make sure you have the proper permissions to do so, then select the gear icon on the top right of the screen. This will give you a list of different settings to change.

Select Slider button to adjust POS settings. Admin users only

Company & Location

Allows you to change company information such as company name, phone number, and address without having to access the back office.

Alter location information at the POS

Employees

Add new employees to your account as well as edit any information on existing employees such as email, phone number, password/pin reset, or user group change.

add or edit employee info from POS

Edit Employee info @POS

Tax Rates

Allows you to add a tax rate or edit the Name and Code of existing tax rates.

Adjust Tax Rates at POS

Configuration

This is the central hub for your POS and is where you can apply settings that affect the POS only. Keep in mind that these settings will affect all registers at all locations for this account. This screen covers a wide range of options, from setting Sales Notes and changing the color of your POS screen to managing your End Of Day settings.

Configure your POS usage

Payments Configuration

This is where you can configure Allowed Tenders on Sales and Returns with and without receipts, as well as limit amounts for each tender type.

Set how you accept and return tenders

EPSI(Erply Point Of Sale Integrator)

A downloadable Windows Desktop app which allows you to seamlessly print receipts and swipe credit cards without the print dialog box popping up.

EPSI helps your peripherals talk to ERPLY

Set POS for device

Allows you designate a device for a register, meaning whoever logs in on this device can only log into the selected register.

Lock this device to this register


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List of Functions


 

Look up recent sales Recent sales
Allows user to pull up the last 100 sales and print recent transactions that have been processed at the POS.
Pull up onconfirmed receipts to complete sales saved earlier Pending sales
Allows the user to lookup any unfinished sales that need to be checked out.
Pull up and tender orders made earlier Pickup orders 
This function allows the user to pull up and process any orders that have been created in ERPLY back office or POS.
Close Day Close day
This function should only be used when the user is ready to close out the day and count the cash in the register.
x-Report X-report
Gives the user a detailed list of all transactions, payment types, and payment totals that have been collected on the given register between open and close.
Cash in/out Cash In/Out
Allows the cashiers to pop drawer and add cash/drop cash from the register at any given time (the in/out amounts will be documented and will appear on your X-report).
Stock and Price lookup Stock and price lookup
Look up and search for a product to see the current price and amount in stock at a given location.
clock in/out Clock In/Out
Allows cashier to clock in or out directly from the POS using their pin or password.


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List of Sales Options


 

New Sale (F4) New sale
Removes all products/discounts from the current sale to start over. Hotkey F4 will also do this.
Save Sale Save sale
Use to save the current sales information (customer, products, quantities) in the shopping cart.
Save as Order Save as order
Create an order for products that are currently added in the shopping cart. This will print an “Order receipt” for use with later pickup.
Save as Layaway Save as layaway
Create a layaway for all products displayed in shopping cart, and take partial payment/deposit.
Discount Discount
Apply a discount to the entire sale ($ amount or % off).
Tax Exempt Tax exempt
Remove tax from current sale, and document tax exempt certificate number.
Notes Notes
Add a receipt note or internal note to the current sale.
Print last Receipt Print last receipt
Reprints the receipt for the last transaction that was processed at the POS.
Open Cash Drawer Open cash drawer
Use to pop open the cash drawer (if applicable). This will be recorded as a 0 dollar open on the x-Report
Promotions Promotions
Select and apply a predefined promotion or general coupon to the current sale.
Coupons Coupons
Apply a serialized coupon to discount the current sale (coupons are created from ERPLY back office and are usually tied to a specific sales promotion).
Gift Receipt Gift receipt
Allows the cashier to print out a gift receipt for the current sale (gift receipts do not show prices or net sales total, and cannot be generated for individual items on a receipt).


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Start The Day


Step 1: Log into the POS and you will be prompted to open the day.

Start The day
Step 2: Count your register. You may use the calculator on top or you can enter the amount that you’ve counted in the register.

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Step 3: Click on the “Save” icon to confirm this amount. This will open the POS and allow you to begin making sales.

Use Save icon to confirm your starting amount


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Making a Sale


Processing a Cash sale

Step 1: Add items to the sale.  Using QuickServe view you can locate your items by clicking on the product groups, located on the top row of your POS screen.

product groups to select item

Step 2: Select the product that you wish to sell to add it to the cart. Repeat steps 1 and 2 until you have all the desired products displayed in the shopping cart.

Step 3: Click on the “Pay” button, located on the bottom left side of your POS screen.

Tender the sale

Step 4: At this point, you have several options for collecting this cash payment:

Cash Tender

    • Click on the “cash 100%” icon or hit F2 on the keyboard if the customer is paying the total sales amount by exact cash.
    • Hit the “enter cash” button or F4 if the customer is giving you a specific dollar amount in cash.
    • Hit one or more of the preset $ values to indicate which denominations the customer has given you
  • Example: If the sales amount is $10.50 and the customer hands you a $20 bill, you can simply select the “$20” button.

 

Step 5: Click on “confirm” once you have added a payment to the sale.

confirm sale

Step 6: At this point you will receive a confirmation screen with the receipt # and an option to print the receipt or send it to the customer via email.  If change is due, it will be indicated here.  If you are sending the receipt to an email, type the email address into the “email” field and click “OK”.

confirmation/change

Processing a Credit Card sale – Non Integrated Cards

Step 1: Select the products that you wish to sell to add them to the cart.

select items

Step 2: Click on the “Pay” button. (located on the bottom left side of your POS screen)

Pay

Step 3: At this point, you have several options for collecting this credit card payment.

Tender by Card

  • Click on the “credit card 100%” icon or F3 if the customer is paying the total sales amount on one credit card.
  • Hit the “enter credit card” button if the customer is giving you a specific dollar amount on the credit card; this is useful for sales that will be partially paid by card and cash, gift certificate, store credit, or split cards.

 

Step 4: Click on “confirm” once you have added a payment to the sale.

Confirm card

Step 5: Select the card type that was used to pay for this transaction. The authorization code is the approval code that gets printed from the external device; i is an OPTIONAL field.

External Payment confirmation

Step 6: Click on “confirm” once you have selected the card type.

Confirm

Step 7: At this point you will receive a confirmation of the receipt # and an option to print the receipt or send it to the customer via email. If you are sending it to an email, type the email address into the “email” field and then click “OK”.

confirm


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Returns


Processing a Return by Receipt

Step 1: Click on the “RETURN” button to start the process of a return.

Return By receipt

Step 2: Scan in the receipt’s barcode or manually enter in the receipt number in the search bar.

Scan receipt number, hit search button

Step 3: When the receipt information is found, it will show all items purchased on this receipt. Check off the products that the customer is returning, then click “SAVE”.

Return item, save

Step 4: The item(s) will show a quantity of -1, meaning this item is going back into stock and the net total will be a negative amount. Click on the “Pay” button to process the return.

tender the return

Step 5: A return by receipt can only return to original tender, so all you need to do is hit “confirm.”

confirm payment

Step 6: If returning to card, select the card type that the return is going to, then “confirm”.

image35

If returning to cash, you will receive a confirmation of the credit invoice # and an option to print the receipt or send it to the customer via email. Click OK when done.

image23

 

Processing a Return by Item

Step 1: It is always recommended to do a return by receipt, however if you cannot and must do a return, you can return by item. Add the items being returned to the sale.

return by item

Step 2: Edit the line item and change the quantity from 1 to -1 by highlighting the item, clicking on the quantity, and pressing the “-” key on your keyboard in front of the number. This -1 means the item is going back into stock, and the net total should be negative.

return by item qtd -1change qty

Step 3: Click “Pay” to get to the payment screen.

Tender the sale

Step 4: Select the payment method and the amount you are returning to the customer.

Tender the sale

Step 5: Click on “confirm” once you have added a payment to the sale.

tender

Step 6: You will receive a confirmation showing the credit invoice # and an option to print the receipt or send it to the customer via email. Click OK when done.

confirmation

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X-Report


Step 1: Click on “X-report” or go to Functions in Retail View, then click “X-report.”

x report button

Step 2: An X-report will generate. You can either print out the X-report or return to the previous screen by clicking the “back” button.

x-report

X-Report Configurations

There are extra security settings you can apply for your X-report. These are located under Settings -> Configurations.

x report configurations

Get short x-report – The x-report will only display the register summary of sales and payments taken. It will not display any transactions or their receipts numbers.

Get x-report only for last shift – The x-report only displays transactions from the last shift.

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End The Day


Step 1: Click on “Close day” or go to Functions, then “Close Day” if in Retail View.

Close Day

Step 2: If you need to reconcile your credit cards, click on Tenders

navigate to Tenders to count non-cash sales

Step 3: Count your credit card sales and make any necessary adjustments

counting tender types

Step 4: Count your cash drawer and enter in the cash amount in the “Counted” field. This will auto-populate the “Deposit” field. If you are leaving any money in the cash drawer, enter the amount in the “Register” field.  You can also count how much of each denomination you have and enter this next to the appropriate box. Your counts will be totaled automatically.count the drawer

Step 5: Click on “End the day” when done.

Start the Day

Step 6: You can enter notes which will be printed on the x-report. This is optional. Click “Save” when done.

close day confirmation and notes

Step 7: An X-report will generate. You can either print out the X-report or close out by clicking the “back” button. Whichever action you take, it will log you out of the POS.

x-report