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

The cash register is a mirror image of the daily ticket. It is opened with an empty ticket, where it is defined with an article, price, address + customer (which are also editable).
In addition, there are several interfaces that are fully integrated with the POS (e.g. TeeTime bookings).
In addition to the POS, there is also the function 'cash book'. Here the inputs or outputs are made possible without an invoice to provide and/or it offers the daily conclusion.

The menu

Seller

Path(Menu): POS → Settings → Seller

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.

Here the possibilities have the financial year as well as reminder number and delivery note number manually adapt/change.

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:

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.

Configuration of the POS

Before you can set up a cash register, you must first do the following:

Step 1

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).

This step is particularly important as you will now have access to the cash register after you have made the setting.

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".

As shown in the screenshot, we have now assigned a user to the POS and assigned the POS device.

Product Tags

The settings can be found under the path, POS → Settings → General Settings → Product Tag.

With the + button we first create a product tag.

After we select the product tag, the 'Add Product Tag Assignments" button appears and we can add a product to the product tags.

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".

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:

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:

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.

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.
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.

POS use

Since the configuration has already been shown, the following is a concrete use case:

Create a ticket

To create a ticket, you have 2 possibilities:

• 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

After the ticket has been created, we can enter a customer (here you can also select a "placeholder", e.g. "day guest"). This is useful if you want to create many tickets for which you are not interested in the name of the customer.

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

If you would like to search for a customer via the association, navigate to the height at which you can deposit the customer (figure below) and press the + symbol (only appears when you move the mouse).

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

You can now change all the customer details directly on the ticket.

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 .

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  .
If you effect a change to an existing address, you can save this within the customer data  on the ticket .

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

There are several ways to further edit and customize the ticket:

• 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

The logic used here is as follows: Click on the the symbol at the bottom left, then all articles of the ticket will be deleted.
Select an article (see screenshot below) and click on the the symbol only the selected article will be deleted.

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.

• After selecting the article, click on the price field and overwrite it. The changed price will only be applied to this ticket.
  
  
  
  
• The selected article (blue frame) with a percentage discount, the price change is highlighted in color, in this case, the 20% button was used.
  
  
  
  
• You can also do the same with an absolute value, the price change is highlighted, in this case, the 5€ button was used.
  
  
  
  
  

Here the discount of 20% was applied to all articles (see blue frame), the price change is highlighted in color.








Here you can see in all POS screenshots in the upper right corner, the symbols either % and €, which you can switch by clicking on them. With this function, you can enter absolute values,
as soon as you confirm your entry with , it will be applied either to the entire ticket or to the selected article.

In summary, you can change the price by clicking:

• Change the price
• Discount the item in % Specification
• Discount the position in € Specification

Delete discount

If you want to cancel all discounts on the ticket, click on the three dots in the bottom right corner and click on Reset Discount (see screenshot below).

If you want to remove the discounts only for certain articles, you have to select them by clicking on the description, if you want to select more articles you have to hold down the control key.

In this case position, 2 + 3 was selected, click on the three points in the lower right corner, and click on Reset Discount (see screenshot below). 

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

To use this function, you have to make a few settings in advance.

An Electronic wallet must be deposited with your member/customer (see screenshot below), path: Customers / Clients & CRM → "Tab" Electronic wallet.



The payment method customer account must be deposited, see the red frame in the screenshot below. Path: POS / Administration / Payment methods.



By clicking on the button you get to the "customer account top-up" and can top up the card with an amount, the colored fields must be filled in.
If your settings are correct, the customer card (Konto= Account) is automatically highlighted in the blue framed field, the same applies to the currency.

Close ticket

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:

You must have entered the 3rd person as a supplier in the system. How you can create the supplier you can find under Product Management - Merchandise Management - Suppliers.

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.

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 :

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

If you want to cancel an invoice and payments already exist, create a new ticket with the positions in it that you want to cancel!

Now close this ticket with the specification 'Quantity -1'. Thus the stock level (in the warehouse) and the amount (in the daily reporting) will be adjusted.

If, for example, you charge a customer only a partial amount of a product due to bad weather, you can also discount it in the cancellation. You can see more about discounts above under Discounts.

You can also cancel only a part of the invoice, according to the same principle. You create a new ticket → add individual items with quantity -1 → complete the ticket. Here is an example:

First, we conclude a ticket for our example with the following content:

Now we finish a new ticket in which we enter one of the articles with -1:

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.

In the display options, you can group by payment type, chronological, user, product, or booking reference.

Once you have selected a display option, you can use the following fields for a detailed search:

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.

Cash BOOK

Path: POS → Cash Book

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.

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.

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.

In addition to the usual cash balance statement, you can also use this function if, for example, you transfer the cash balance during the day and another person takes over. (e.g. change of secretary)

The function 'Cash balance' is deposited in/on the amount (after clicking on the amount (e.g. from above 13,342.32€, the 'Cash balance' is concluded).

The amount thus consists of your entries in the cash book (also called hand cash) + the tickets from the POS system, which you have deposited and paid/closed according to the POS configuration in the tab "Cash".

The individual entries of the function 'Cash closure' are located in the lower area of the entrances and exits in your cash book.

The result:

As you can see from the figure below, there are 49 movements in the spot and the view setting is limited to 10. Therefore, the total only takes into account the 10 entries displayed.

In the following figure, you can see 49 movements in the cash register again. Here, however, '50' has been set for the display. Thus all movements are calculated and displayed.

Ticket Overview

Path: POS → Reports → Ticket Overview

The ticket overview shows you all tickets that were generated on the cash register, including tickets that were deleted. There are two different panes under Ticket Overview - one for POS Tickets and one for POS Ticket Items.

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:

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

Finally, you can print these reports in the table listing (after selecting the POS group):

In the appendix, you can now also print the daily ticket - in the desired display option.

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:

Why can't I see any more items at the checkout?

Items are adapted to the seller at the checkout so that not everyone is allowed to sell everything.
So you probably only have to change the POS, which solves the problem.
In addition, you can check the section + stock of the item to see if it matches the info of the POS group.