Point of Sale stands for:
- Point of sale, the place where the goods are sold (e.g. in retail stores or restaurants).
- Cash desk workplace
- Cash register system/Point-of-Service system
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The menu
Seller
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You can create as many salespersons as you like and control them at several interfaces. In order to guarantee you the desired overview, you can filter by the desired seller at any desired interface (invoice overview, article overview, invoice items, etc...). You can see how to filter in the GolfSuite under General Information#Filter Function. |
The sellers are usually used to keep separate accounts. Like e.g. the golf club and the Ltd.
You can also differentiate between these with different invoice groups, templates, accounting runs, cash register systems, daily reports, payment methods, article management and much more.
If you want to create a new seller, you can start with the usual + button in the table view (grid):
(Mandatory fields are as always highlighted in darker orange)
When you have created the seller, you will need to provide supplement information on the seller with the following index cards:
Bank details are deposited here: Here the bank data are deposited, no validation takes place (the input can be freely selected).
Payment method: Which variants does the seller have to pay invoices?
Seller state: Here the financial year is set/displayed, which invoice number was last used (order, reminder, and invoice number) and an invoice area is created.
Seller Dunning Configuration: Here you have the possibility to enter reminder fees for the 1, 2, and the third reminder.
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In principle, all sellers have the format year/00000000 (= e.g. 2027/00198750). If you want different or completely different formatting, please contact the Nexxchange Support (support@nexxchange.com) or simply send us a feedback! The information to be deposited (see image below "Format") is in "Java" formatting. |
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Since the clubs end and restart the season at different times, the financial year has to be started manually in order to change over. With the turn of the year, the changeover does not happen automatically and is the responsibility of the golf club! If, for example, you close in October and open again in March, you can still use invoices for the financial year for October. After you have created all invoices for the previous year, you can advance the " financial year ". Please note that this process must be performed for each seller. (Each seller has its own seller status = financial year) Info: As soon as you advance the " financial year " the number of generators will be reset. If this is not desired, you can "adjust" the last invoice number (see image above). |
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Please note, if you have used the arrows |
Templates Assignment: Here you can define/assign several templates for your seller for each area:
Once you have selected your seller, switch to the 'Templates assignment' tab and go to
Here you select:
- Under Invoice format, select the area in which a template is to be assigned.
- Next, select the created/existing template.
- Finally, you can also specify whether this template should always be proposed as default:
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Please note that the templates defined by the seller are always used when printing the invoices. |
Payment methods
Path: POS → Settings → Payment Methods
The payment types that are released for configuration are created here. The creation of a payment type works again via the + button in the table view (grid).
During the settings, one must still indicate that this should be available at the POS. Thus this is then after configuration with the salesman (see salesman/payment types) at the cashier visible.
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Special payment types such as 'Invoice' do not close the created invoice when selected. Invoices created in this way must be manually marked as paid. See also (Part) Payments: Invoices - Backoffice#Backoffice (partial) payments |
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It is necessary to select these three options correctly so that to avoid any error in the cancellation of the invoices! |
Configuration of the POS
Before you can set up a cash register, you must first do the following:
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In a new GolfSuite, there is always a default POS to give you access to the POS (according to the settings you have made). This can be overwritten/extended (change name, add a new device, allow users to access the POS, etc...). However, it is usually deleted/modified according to your specifications during setup configuration. |
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First, we start with the configuration of the POS by following the path, POS → Settings → General Settings.
The next steps explain how to create a new POS group that allows you to group several POS systems.
Group Name: The Name of the POS group.
Group number: The number of POS group.
Ticket number generator: a consecutive number which is responsible for the assignment of the ticket number (not to be confused with the invoice number).
The ticket numbers are used e.g. for the visualization of the daily cash receipts (more about this under the menu item cash daily lottery).
Seller: corresponds to the economic enterprise which sells its articles via this POS (e.g. leasing company, club, hotel).
Storage location: here you specify the stock level from which the quantity is to be deducted (important for inventory).
Business Section: The business section that the POS group belongs to.
Customer: is filled in if it is desired that exactly one specific customer is selected for each newly created ticket. This makes sense, for example, if a large number of day guests are entered without wanting to enter names.
This setting can also be changed/adjusted at short notice if you use this function in a certain week, for example, where a lot of tourists are visiting.
Invoice print mode: a default setting that should intercept too many clicks. If a selection should be made here (e.g. receipt), the selection with the print preview is called each time after completion of an invoice.
Step 2
It is defined which user is allowed to access the POS (POS user). This is done using the usual + button at the bottom left of the "Table" (Grid).
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Step 3
A POS device will be added to the POS. This could be compared to a cash drawer. After assigning the POS device to the POS group, we now have an "empty POS system".
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If you need to create one or more POS devices, first go to the POS Devices tab and add some via |
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As shown in the screenshot, we have now assigned a user to the POS and assigned the POS device.
Product Tags
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With the + button we first create a product tag.
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After we select the product tag, the 'Add Product Tag Assignments" button appears and we can add a product to the product tags.
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The order of the products here determines the order of the display in the POS. The order can be changed here at any time by 'drag & drop' with the mouse. |
So far we have created a product group and provided it with products. Now we still have to adjust, at which POS group this should be displayed.
For this we have to go back to the menu POS→ Settings→General Settings.
After we have selected the desired POS group, we switch to the file card 'Product Tag'.
You can add a product tag with the button "Add Product Tag Assignment" which causes the following popup to appear:
The magnifying glass indicates that it is a search field. So we enter the name that we have set and select it.
If the input is green, we can click on "Add Product Tag".
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The result at the cash desk then looks like this:
Registration at the POS
To sign in to a POS device, simply open it up under POS → POS. You then have to register it as such:
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The "registration" is saved immediately after the 1st attempt. If you want to change/exit the group or the device, you can do this with the button If you change to a different group or seller, you must note that not every seller can sell the same item stock. If you are in the wrong group, it may appear that no items are available, please change the group or add the desire article. |
Display options
If you want to add more information to the cash keys, you can do so under POS → Settings → General Settings → choose a POS group → Display Settings.
The result then looks like this:
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Here something is indicated only then if under the product administration a "characteristic"/"facet" is deposited. e.g..: Pullover checkered, beige, and size XL. This information is then displayed as follows: checkered, beige, XL. |
POS discounts
Path: POS → Settings → General Settings → Select POS group → tab POS Discounts (see image below).
In the POS group which you get from us by default, many are already created/assigned by default.
If you don't use them or if you have a 2nd POS group with nothing stored, you can add them by following the path described above.
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Absolute is used if a more precise specification is required (e.g. 19 €). |
POS Templates Assignment
Path: POS → Settings → General Settings → Select POS group → Templates
In principle, templates are possible for the following areas:
- Invoices ( Invoices - Backoffice)
- Invoice items (Invoices - Backoffice export of invoice items with individual design)
- POS (Use POS to cash in)
- Customer administration (members - customer administration)
- Membership (Members - Customer Administration - Membership Editing)
- Products (Product Management - Merchandise Management)
The principle of the templates is structured as follows:
- You create a template and define in it for which area (see list above) it is intended.
- You define a seller for whom this template is intended (more on this under Cashdesk Seller) - This step is only necessary for templates, for the area Invoices & POS!
In addition, as shown in the figure below, you have the option of overwriting the settings made by the seller. However, these settings only affect your POS group.
This enables you to make standard settings for the 'Invoices' area (for example, for prescriptions) that differ from those stored in the POS.
Payment methods Allocation
The principle of the payment types is the same as for the templates:
- You define the desired payment type with the seller.
- This must be set so that it is available at the POS.
- You can then set up the payment methods for your POS group differently from the seller's default settings:
If you want to undo these settings, you can also execute them
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Legend:
represents a payment type that is stored with the seller, but has been deactivated with the POS group (by simply selecting, this process is reversed).
is a payment type in which the 'Return money' function is activated. This is the payment method which will you be using to pay any excess amount or change, typically cash is used.
this payment method is stored as default.
you can move the Payment Methods smoothly by clicking on them if you want to change the order of the of them.
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If you do not want to select the payment method and enter the open amount, a standard payment method (see screenshot - Cash payment) must also be selected. |
POS use
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Create a ticket
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- With the
button - If there is no open ticket, in which you simply select an article directly
Here you have the possibility to see the outstanding invoices for the selected Customer!
Select customers
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The automatic setting of a certain customer can be set under "Configuration of the POS" (1st step).
As soon as you set the focus (shown in the figure below) you can search locally for your existing customers.
Creating Customers via the Association
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Now you can search for the customer via the association interface:
If the customer cannot be found there either, you can click on the "man" symbol to carry out the customer's creation locally:
A check is also performed here to exclude duplicates of the customer (see red marking in the screenshot).
Address of the customer
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The marker next to the address is important here. This means that this address will be used for the ticket.
For existing addresses, you can (as soon as it has been 'expanded' on the page) use the address 
and 
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To create a new address this must first be created and saved.
By default, the default billing address is always selected at the POS.
If there is only one postal address, then this is used.
However, if both are not defined, the selection must be made manually.
You can 
, provided, however, that it is not defined as an invoice or postal address.
In addition, you can go back and leave the entries as they were on 
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If you effect a change to an existing address, you can save this within the customer data on the ticket 
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Create a new address
Here you can decide if you want to be used only in this 'POS (ticket)' or if the 'customer address is created in the database'.
After the address has been selected and the address view is collapsed, you will now also see the selection (without having to look up again which one is defined):
Edit ticket
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- Overwrite the name of the article (click into the name)
- Change quantity of article (click into quantity)
- Adjust the price of the item (click into the price)
- "Personalise": ticket only for you to see (user-related)
- Lock: ticket can only be edited by you (user-related)
Ticket - Discount/delete/change items individually
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Discount
You have several possibilities for how you can discount the price. If you do not select an item, the discount will always apply to the entire ticket.
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In summary, you can change the price by clicking:
- Change the price
- Discount the item in % Specification
- Discount the position in € Specification
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Charge customer account/customer cards
You have the possibility to charge money for our IoT solution (range ball output) via POS member cards/customer cards
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To use this function, you have to make a few settings in advance.
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You have the option of dividing the amount into several payment methods. All you have to do is select the desired payment method and enter the amount manually and close the ticket/payment with Reminder: In order to be able to complete a ticket, no remaining amount must be open! Exceptions are payment methods where you can withdraw money from the cash drawer or return money is still to be paid. |
It is not possible to pay a green fee twice. Once you have sent a booking to the cash register once, and it has been paid, it will not be possible to send it to the cash register again. Instead, you get the following message:
Agent (sale on behalf of)
The deputy function is used when you issue receipts/invoices on behalf of third parties.
First to the configuration of this function:
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Under Product Management → Settings → Direct Debit Mandate you can define this now:
With the usual 
button, you can indicate whether this is to place as 'on behalf of' and/or as 'on account of' invoices:
On behalf of
The 3rd person is responsible for the provision of the service.
On account of
Here the money for the 3rd person is collected. Similar to the trustee.
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Please note that a UID number must be stored with the supplier in order to be able to select it. |
After you have created a deputy, you can now store in the system which items are invoiced in the name of the deputy.
You can store this directly in a product category with clean data quality. Thus all products in this product category have the deputy which you define:
If you would rather deposit the items individually with the desired deputies, then you must enter the deputy under the product overview (under each selected article) under "Supplier".
If the desired supplier has not yet been entered in the system as a deputy, you can store this again with the button
or edit it via the 
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If you want to overwrite an existing deputy, you only have to click on it (if one already exists), enter the desired supplier, and save it. However, if the deputy comes from the product category, you cannot remove it (you can overwrite it at any time). |
After you have made these settings (once!), it will be displayed visually as follows if the template is configured correctly (receipt/invoice as required):
(Screenshot currently only in German)
Invoice cancellation
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You create a new ticket with the same item as before, then put the quantity in MINUS, then enter a discount (e.g. 50% as in the screenshot below) and complete the ticket.
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The representation of the movements in the cash register that were entered in the example can be seen in detail in the cash register daily ticket.
Day reporting
All entries at the POS are reflected in the day reporting.
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Once you have selected a display option, you can use the following fields for a detailed search:
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In the display options 'Group by' Chronological, Payment type, the User name is sorted in ascending order by date. |
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Please note that the search for certain fields can only be offered depending on the display option. Example: If you group by users, you cannot use the 'Search product' field. |
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You have the possibility to change the payment method afterward via the button |
Monthly report
Path: POS → Reports → Monthly report
Similar to the day reporting, here you have the possibility to make your monthly evaluations in the GolfSuite.
Analogous to the day reporting search option, there is the possibility to limit the underlying data according to your search criteria.
Here you can see the invoices from the POS system, with a time axis (1st column) or product category (1st row) and the respective checksums.
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Cash Book
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The cash book is bound to your POS group + cash closing reports. So if you have defined several POS groups, these groups will automatically have their own/different cash books + reports.
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When creating a POS group, the POS book is automatically created/linked. However, if you want to use the POS book with an existing group, you must go to POS → "Administration" → "Configuration" → "POS Group" → Navigate to the "Register" tab and enter the following with "Create POS": |
According to the regulations of the BMF ( = Federal Ministry of Finance), there is a clear definition for the following 'terms' in the cash book:
- (Cash) receipts: These are, for example, invoices that you have issued at the POS and are always taxed. This also includes cancellations (negative revenues).
- Cash receipts: There are no invoices, no tax rate is applied (not even 0%). This is, for example, a money roll (change).
- (Cash) expenditure: External purchases, e.g. in the merchandise trade (printer paper, cartridges, ... i.e. you receive an invoice that is taxed).
- Outputs: This includes, for example, emptying the cash desk.
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The payment types listed above, you can select in the illustrations (below) under the payment type. |
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The amounts which are now taken into account in the target cash balance are those amounts from the tickets - with the selected payment method - which have also been concluded.
This means: If you complete a ticket at the POS (= invoice with a consecutive number) with the selected payment method (cash), this will be credited or deducted from your cash balance - depending on the entry.
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| title | Besides the usual cash balance - you can also use this function if, for example, you transfer the cash balance during the day and another person takes over. |
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The amount thus consists of your entries in the cash book (also called manual cash register) and the tickets from the POS system, which you have deposited and paid/closed according to the POS configuration in the "Cash" tab.
The individual entries of the function "cash balance" are located in the lower area of the inputs or outputs in your cash book.
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The cash book is also reflected in the daily lottery in the filter "Group by payment type" and "Group by user". In the filter "Articles - Main Category" the cash book is not reflected, because the cash book does not refer to any articles and does not have a POS ticket number, some fields are "empty". |
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The total amount of the cash book (in table view) you see always refers to the visible area! So if you have 20 posting rows in your cash book and you only display 10 of them, the total of these 10 transactions is displayed. See example: |
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Path: POS → Reports → Ticket Overview
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Only employees with the highest user rights can see the ticket overview. |
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POS Ticket
The POS Ticket shows you the following information:
Ticket number: The number of tickets.
Group name: The cash register group.
Device: The device name.
Customer: The customer this ticket was for.
Seller: The seller for this ticket.
User: The user who created this ticket.
Date Created: The date the ticket was created.
Date Deleted: The date the ticket was deleted (if any, otherwise it is left blank).
Last Updated: The time the ticket was last updated (when it is created, deleted, edited, paid, etc.).
Payment Date: The day the ticket was paid.
Locked by: If this ticket has been locked, who it was locked by.
Locked since: From when this ticket has been locked.
Invoice Payment: In case this ticket is a payment of an invoice, here will be the invoice number.
Customer Account Funding: This will be marked in case you were charging up a customer account.
POS Ticket Item
The POS Ticket Items shows you all the items which were booked at the cashier, in the order they were booked in. The table contains the following information:
Created on: The date the item/product was added to a ticket.
Date Deleted: The date the item/product was deleted form a ticket.
Payment Date: The date the item was paid.
Product: The item name.
Quantity: The quantity of the item.
Total Price: The total price of the item(s).
Discount: The discount is given for this item.
VAT: VAT amount of the price.
Vat %: The VAT percentage.
Price Base: If the price base is the net or gross amount (based on what has been determined for the product).
Last Updated: The last time the ticket was updated (when it is created, deleted, edited, paid, etc.).
Cashier's Report
Path: POS → Reports → Cashier's report
In order to be able to create these, you need a cash balance in the "Cashbook" area.
The following principles apply:
- If a cash balance has never been carried out under "Cashbook", then - after you have done this - the final report is displayed from the beginning up to your first cash balance. (This may apply to you if you are using this area for the first time).
- All sales movements from the last cash balance to the current cash balance are displayed.
The cash balance report consists of the following areas:
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The selected or displayed areas have been created according to the specifications of the Ministry of Finance. In addition, however, you have the option of hiding certain additional areas (for more information, see "Printout of reports"). |
General Information
First, the general information about your report is displayed. As described above, the period is displayed.
Data entry log Overview
Here you see the opening balance (balance from the last cash settlement), the closing balance (balance from the current cash settlement), and all sales flow of category Cash (= all payment types for which you have defined category Cash).
Data acquisition protocol
Here you can see all movements from the POS (bar type) and the cash book:
In addition, you can see the last cash balance and the current cash balance again:
Merchandise category report
All sales are displayed here (cash + bar)
This consists of the articles invoiced at the POS (= the article categories are displayed here) and the movements from the cash book appended below.
Financial report
Here again, all turnovers are indicated to you, between last and current cash balance, grouped after cash/bar and payment methods.
Sales group report
Here again, all turnovers are indicated to you, between last and current cash balance, grouped after-tax rates + cash receipts and cash issues from the cash book.
Operator report
Here again, all turnovers are indicated to you, between last and current cash balance, grouped after the users.
Printout of reports
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The turnover group report is the only area which, according to the BMF, does not have to be included in a cash balance report. If you still want the report, you can select the report in the checkbox (see screenshot below) |
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Frequently Asked Questions - FAQs
The bill has already been paid. I can't get the ticket away at the cash desk!
- The ticket is processed simultaneously by 2 computers (or employees).
- The ticket is billed and closed at computer A.
- The ticket is still displayed on computer B since there is no automatic refresh.
- If you now try to delete the invoice, you will be notified:
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Why can't I see any more items at the checkout?
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Overview
The POS (=Point of Sales) is associated with:
- Point of Sales, the place where the goods are sold (e.g. retail stores or restaurants)
- Cash desk workplace
- Cash register system/Point-of-Service system
The Cash Register in Nexxchange is a digital mirror of your physical Cash Register and its current balance. It is an essential tool for your daily nusiness to complete transactions which affect your financial balance.
There are several parts of your GolfSuite linked with the POS (your Cash Register), e.g. TeeTime bookings, paying back-office invoices at the POS (=the front desk), reports associated to list the transactions in detail and much more.
There's also the Cash Book, in which you can add/substract money from your POS-Device to reflect changes to your physical device's balance without directly selling/refunding a product (e.g. you add spare change to your POS-Device).
To sell/refund products, you need to create, edit and finish POS-Tickets. This ticketing-system is designed to allow you to easily reflect an ongoing process of selling/refunding (a) product(s), receiving a specific payment amount for it, which is then shown and listed in various reports - in detail, so you can always check what transpired.
In addition, an invoice is automatically created once a transaction is complete, so your Financial Report is always up to date as well - or perhaps the Customer would like an invoice directly at the POS, paying at a later date.
The following parts will explain everything you need to know about the POS-System in Nexxchange.
POS (Point of Sales) - Daily Business
--------------------------------------------------------------------------------------------------------------Cash Book
--------------------------------------------------------------------------------------------------------------Receipts
--------------------------------------------------------------------------------------------------------------Day Reporting
--------------------------------------------------------------------------------------------------------------Reports
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5.1 Monthly Report
5.2 Cashier's Report
5.3 Ticket Overview
--------------------------------------------------------------------------------------------------------------Settings (POS)
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6.1 General Settings
6.2 Seller
6.3 Payment Methods
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A special focus is shifted on the various reports and, of course, the POS and how to handle the Daily Business with it.