Point of Sale

From Fishbowl Inventory

Notice: This Point of Sale feature is found in Fishbowl Inventory versions prior to 2011.8. For the most recent documentation and to view the latest Point of Sale features, please see SalesPoint.

The Point of Sale Module is a supplement to the Sales Order module. It allows you to quickly sell products at the point of sale—without creating a sales order.

In preparation to use the POS Module, we recommend you complete the following:

• Create a Location Group for each POS Location; e.g. Sales Floor.

• Assign inventory to each POS location you've set up.

Contents 1 POS Basic Checkout 2 Manage POS Customers 3 Checkout Using the POS Cash Drawer Kit 4 Checkout Using the POS Credit Card Integration 5 POS Checkout Using Alternate Locations 6 POS Product Returns 7 POS Hot Keys 8 Point of Sale Register Kit 8.1 Install APD 402E 8.2 Cash Drawer Setup 8.3 Symbol Scanner Setup 8.4 Additional POS Setup in Fishbowl

POS Basic Checkout

Choose the Point of Sales Module from the Sales Module Group. Click New from the Module Toolbar. This will display a blank Point of Sale order on the Main Screen.

Some companies wish to keep track of each specific customer sale, while others simply want to record the sale itself. To keep track of specific customers, choose a Customer from the drop down menu located at the far right side of the screen. If your Customer is not listed, see Manage POS Customers for instructions. If you will be recording the sale without specifying customer information, you can create a default Point of Sale customer to auto fill the customer section each time a new Point of Sale order. This customer can be set in the POS Module Options.

Enter the Quantity of the Product being purchased into the field in the lower left corner. (Specify this before selecting the product.) You may use the drop-down box at the bottom of the screen to see a list of your products, or click the Binoculars Icon to perform a search for a particular part.

If your products are in a storefront type location, the line item will immediately appear on the order. If your products are stored in different stock locations then you will need to specify where they were pulled from. See POS Checkout Using Alternate Locations if your product is stored elsewhere. If the product is serialized, a pop-up window will be displayed asking you for information about the Serial Number before the line item will be added. A drop down menu of Serial Numbers will be available as well.

The following icons are helpful when adding items to your POS order:

Add Discount: This icon will allow a discount to be added to the order. All discounts must have been previously entered into the Discount Module before they may be added to an order. Pricing Rules also apply within the POS Module. For additional information on the functions of Pricing Rules, please see The Pricing Rule Module

Add Misc Item: This icon allows for Misc items to be added to the order.

Add a Subtotal Line Item: This icon allows for a subtotal to be entered; totaling the amount of previous line items.

Return Icon: Return an item.

Delete an Item: This icon allows for items that are highlighted on your order to be deleted.

Once the order is exactly how you need it, click the Checkout button. A Checkout wizard will then be displayed. You may choose your checkout method to be Cash, Check or Credit Card. To select more than one payment method, hold down the Ctrl key while selecting the methods with your mouse. Click Next. See POS Cash Drawer Checkout or POS Credit Card Checkout for more information.

You are first asked to provide the amount for the first payment type you selected. If your customer pays in cash with a larger bill than the amount, you will change the amount to reflect the amount you were given. For example, if Cash were the payment method and you were given $400 for an order of $388.03, you would enter $400.00 in the Amount field and click Next..

If you selected multiple payment methods, you would now be asked to enter the amount for the next payment type.

This last screen is a Summary of the Transaction. The first line is the first Payment that was entered. For example, if your customer paid cash, it would read Cash: $400.00. This is followed by the Subtotal, Tax and Total of the transaction. The amount labeled Paid totals all the payments made in whatever method. The change to be given back to the customer shows as the difference, or the excess amount. In our example the difference shown would be ($11.97). The parentheses indicate that the value is a credit owed back to the customer.

Click Finish to verify this information and complete the transaction. When you click Finish, a receipt is sent to the printer. Depending on your system setup, you may be asked to confirm printing. If you are asked to confirm printing, a Printer Option Screen will open allowing you to print a POS receipt. If you do not wish the Printer Option Screen to appear after each transaction you may turn this off in the POS Module Options.

Manage POS Customers

Default (POS) Customer

In Fishbowl, it is not necessary to record all POS customers. Instead, you can setup a generic customer to be your default customer for all/most POS transactions. This means that this customer will appear in the Customer Name box for all POS transactions. You can still change Customers on a per transaction basis. (See POS Basic Checkout).

The first time you use the POS Module if you have not already established a starting SO number through the Sales Order Module Options, Fishbowl will ask you to do so at this time.

Return to the POS Module and again choose the New POS Icon. If you have not already set up a Default Customer, the Default Customer screen will appear.

You have three options:

• No Default will require you to specify a Customer for each POS transaction.
• Create New Customer will take you through the New Customer Wizard. See Add a New Customer below.
• Use Existing Customer will allow you to select a customer from a drop-down menu. (If no customers have been added, you will need to do so first. See Add a New Customer below.

If you decide not to enable a Default Customer you will need to specify a Customer each time you perform a transaction. If you decide later to use a Default Customer, simply follow the steps listed under Change the default POS customer.

Create a POS Default Customer

Open the Point of Sales Module and click on the New POS Icon located on the Module toolbar. In the General Tab find the Customer field located on the top right corner of the screen. Select a customer from the drop down menu, or scroll to the bottom of the menu and choose Add New. This will open the New Customer Wizard. Enter the name of the new Customer; for the POS Module, you may want to use something generic such as Point of Sale. Click Next to continue.

The next screen will ask you for an address. It is likely that steps 2 and 3 of the create new customer wizard will be left blank since this customer is point of sale. However, if you wish to enter an address and contact information for this point of sale customer, you may do so at this time. Choose Next.

In the Customer Details screen, choose the options that apply to the majority of your customers. You can change Shipping Terms, Default Terms and Tax Rate on each individual transaction in the POS module. choose Next. If this POS customer is eligible for a Customer Group, assign which groups they are involved in and choose Finish. You have now created a Default Generic Customer.

If you are setting up your Default Customer or changing your Default Customer after your initial use of the POS Module, you will need to go into the POS Module Options and mark this as the Default Customer.

Add a New Customer

You may add a New Customer in the same way you added the Default Customer above; however you would use the actual Customer information. For more detailed instructions on using the Customer Wizard, see Create a New Customer.

Checkout Using the POS Cash Drawer Kit

The Point of Sale Kit consists of the following pieces of hardware: Cash Drawer, Receipt Printer, Credit Card Reader, and Scanner. The Credit Card Reader and Scanner simply plug into your computer without any other software. The Credit Card Reader is used in Fishbowl as a simple keyboard reader, as does the Credit Card Scanner. However, in order to use the Cash Drawer and Receipt Printer, there are a couple of drivers that must be loaded onto your computer. Installation instructions can be found by following this link Point Of Sale Register Kit or you may receive the necessary information from our support team at 1-800-774-7085 ext 3.

Once you have the appropriate software set up on your computer, you are now ready to take advantage of the Cash Drawer hardware. Follow the instructions for a Basic Checkout, but when you finish checking out the Cash Drawer will now open. Once the transaction is complete, the Print Option screen will appear. (If this does not happen, you may have turned off this Option in the POS Module Options). Or you may have turned off this Option in the Program Options. Choose the Receipt Printer if it is not already set as your Default Printer and click OK.

You will still proceed through the checkout process as you would via a basic checkout; however now you will be able to print receipts from your receipt printer, and will also be able to give change using the cash drawer.

Checkout Using the POS Credit Card Integration

Fishbowl allows you to process Credit Cards in the Point of Sales Module or the Sales Order Module. The customer's account will be checked for available funds and confirmation given all without leaving Fishbowl. In order to set up the Integration, you must already have an account with either QuickBooks Merchant Services or Authorize Net.

Proceed with your Basic POS Checkout until you get to the Checkout screen. At this point you will choose the Customer's Credit Card type. The Credit Payment Screen will be displayed:

• Enter the Credit Card Number in the CC Number field.
• Enter the Credit Card Expiration Date in the Exp. Date field.
• Enter the Confirmation Code (three digit security code located on the back of the card) in the Confirmation field. (This step is optional and may be changed in the Payment Viewer Module Options).
• Check the Process Credit Card if you wish the card to be processed immediately. If not you may Uncheck it.
• The Pre-Validate Card button allows you to check for available funds and reserve them for a certain number of days, depending on your Credit Card Service. At the end of the transaction this will be done automatically but if you need to Validate the Card before completing the transaction, you can do so now.

If you have a Credit Card Scanner you may scan the card and all of the above information will be automatically filled. Clicking Next will move you on to a Summary screen where you can verify your information before completing the transaction. Once you have verified the checkout information, click Finish.

The Credit Card will be processed and a confirmation will appear notifying you of its successful completion. If you wish to see the Credit Card Processed Successful after each card is processed, then click Yes. If you do not wish to receive the confirmation display box, click No. The Print Option screen will appear. (If this does not happen, you may have turned off this Option in the POS Module Options. Or you may have turned off this Option in the Program Options.) You will now be able to print out your Customer's Receipt and allow them to sign for their card. Choose the Receipt Printer if it is not already set as your Default Printer and click OK.

POS Checkout Using Alternate Locations

Each Fishbowl User is assigned a Default Location from which all POS inventory will be picked. If that Default Location is short, Fishbowl will notify you of the deficiency and give you the option of pulling the order from an alternate Location.

Choose the Point of Sales Module from the Sales Module Group and click the New icon from the Component Toolbar. This will create a new blank order on the Main Page where you can now choose the desired Customer from the drop down menu on the right of the screen. Specify the quantity of the item you are selling and select the product as usual by using either the drop-down box at the bottom of the screen or the Binocular icon.

A dialog box will appear asking you to select an alternate Location from which you would like to pick this product. Double-click inside the Quantity Selected section that corresponds to the location from which you will be picking the product. Enter the Quantity that will be picked from this location.

• If the Quantity selected is now equal to the quantity that you specified before selecting this product, the box will turn green and you can click OK. If the quantity selected does not match up to the quantity needed, the box will remain a pink color.
• Otherwise, change the Quantity Selected by increasing or decreasing the Quantity to match the Quantity Needed or by selecting another location from which to pick.

Once you click OK, a line item for this product will appear. Add more items as appropriate. Once you have completed the POS click the Checkout Icon and continue the checkout as you would a Basic POS Checkout.

POS Product Returns

To return a product via Point of Sale, first open the Point of Sale Module in the Sales Module Group and click the New Icon from the Module Toolbar.

Click the Return Item icon from the bottom of the Module Window. The Return Item dialog box appears asking for details. Specify the Product being returned from the Product drop down menu.

Next, enter the quantity being returned and the amount (per unit) which you are reimbursing the customer. The total price to be reimbursed will appear automatically in the Total field. Tax on this returned item will be calculated in a later step. This field should only show the items pre-tax price.

Choose a Location of where you will be returning the item from the given drop down menu. You must specify a location before completing the wizard.

You may add Notes in the field provided. You will also notice that if a part has a Lot Number, Revision Date, Expiration Date or Serial Number, this information will be required as well before you can complete the return. Once all of the required information has been entered, choose ok to close the return item box.

Click the Checkout button and continue through the checkout in a similar manner as you would the Basic POS Checkout (except the amounts will be in parentheses to show as a credit) to complete the return process.

POS Hot Keys

Action	Hot Keys
new order	CTRL + N
customer search	CTRL + SHIFT + C
delete item	CTRL + SHIFT + Backspace or Delete
add credit return item	CTRL + SHIFT + R
add misc item	CTRL + SHIFT + M
add discount item	CTRL + SHIFT + D
add subtotal item	CTRL + SHIFT + S

Point of Sale Register Kit

The Point of Sale Kit consists of the following pieces of hardware:

• Cash Drawer
• Receipt Printer
• Credit Card Reader
• Scanner

The Credit Card Reader and Scanner simply plug into your computer without any additional software requirements. The Credit Card Reader is used in Fishbowl as a simple keyboard, as does the Credit Card Scanner. However, in order for your Receipt Printer and Cash Drawer to work with your POS in Fishbowl, you will need to install the following program: APD_402E. This driver may be installed from the following link:

APD 402E

Install APD 402E

1. Installing APD 402E will add the driver necessary for your Receipt Printer to work. Currently Fishbowl will integrate with any compatible Epson Receipt Printers shown on the printer list in step 4. For this manual we are using the Epson TM-T88IV module. First, Download APD_402E onto your hard drive and run the program. The first screen you will see is the License Agreement. Accept and click on the Next button.
2. Next you will be asked where to select a setup type. You may use the Standard and click Next.
   
3. Next you will need to add the printer that is going to be installed. Click the add button.
4. In this step you will select the Epson TM-T88IV Receipt on both the driver list and printer name fields. You will also select Create a USB Port from the port type field. The last part of this step you will check the Set as Default Printer option. Now click Finish.
   
5. You should see the Epson TM-T88IV Receipt – Default listed in the printer configuration window. Click Next and complete the install process.
   

Cash Drawer Setup

This setup will set the cash drawer to open when a receipt is printed. First, on your computer go to your Control Panel and click Printers and Faxes. Right click on the Epson TM-T88IV printer from the list and click Printing Preferences.

Click on the Document Settings tab and select Cash Drawer from the list. You will see two cash drawer options at the bottom. Select Open Before Printing in the drop down list for Cash Drawer #1. Click ok and exit out of printing preferences.

Symbol Scanner Setup

Before using your new Symbol Scanner you must first set it up to add Enter to the end of anything that is scanned. The Enter portion is expected by Fishbowl to keep each pieces of information separate from one another. In order to program this feature, use your scanner and scan each of the following barcodes in order. This will program the scanner to add an Enter to the end of anything that is scanned.

If you need to have a carriage return/enter after each bar code scanned, scan the following bar codes in order:

1. <SCAN OPTIONS>
2. <DATA> <SUFFIX>
3. Enter

If you make a mistake, scan the Data Format Cancel bar code

Additional POS Setup in Fishbowl

When Fishbowl is first installed, the POS module will default to print on an 8x11 POS Receipt. This setup will take you through the steps to change it to default to 3in Receipt format.

1. Login to Fishbowl and go to the Reports Module.
2. At the top of the screen you will see a tools dropdown menu. Select Tools and click Module Options.
3. Go to the Selected Reports Tab and scroll down to the POS section. From the dropdown menu you will select the \SalesOrder\Receipt3in.jasper Report. Click ok.