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 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 → → Administration → Seller
Different sellers
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 GmbH.
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 "colored" highlighted)
We supplement information on the seller with the following index cards:
Bank data 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 status: Here the financial year is set/displayed, which invoice number was last used (order, reminder and invoice number) and an invoice area is created.
Press 
to reset all fields and set the current year.
Invoice number
In principle, all sellers have the format year/00000000 (= e.g. 2027/00198750). If you want a different or a 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.
Conversion of the financial year
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 generators will be reset. If this is not desired, you can "adjust" the last invoice number (see image above).
However, if you would like to keep the consecutive invoice number in the new financial year, please adjust the financial year manually
.
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:
Template assignments
Please note that the templates defined by the seller are always used when printing the invoices.
Here you must consider however - if you make with the POS administration (POS group - templates assignment) again an indication to the template settings - these are overwritten!
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 cash on hand visible.
Special payment methods
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
Configuration of the POS
Before you can set up a cash register, you must first do the following:
| Task | Reason | Effect/Note | Where can I find this function? |
|---|---|---|---|
| Create seller | As soon as you create a seller, a separate stock management / invoice circles / article management / etc. can be made possible. | Items always have a unique seller. You can "only" sell items that correspond to the seller that you have defined in the configuration. | Cash desk-Seller |
| Create business structure | The business structure is the "scaffolding" of your company/club, where you can hold on to your concept. | The transaction structure is not specified directly for the POS configuration, but is necessary to create or store a section or warehouse. | Golf Club#Business Structure |
| Create Section | Is hierarchically the first level in your business structure where you specify your club, for example. | Golf Club#Business Structure | |
| Create warehouse | To be able to manage the stock information for the articles, you need to specify a warehouse. | You can specify a warehouse for each POS configuration. | Golf Club#Business Structure |
| Create templates | In order to be able to guarantee the desired presentation of the invoice, templates are required. | Different or several templates can be defined/stored for each receipt/invoice. | Invoices - Backoffice#Backoffice Templates Overview |
Cash at disposal
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 new device, allow users to access the POS, etc...).
However, it is usually deleted/modified according to your specifications during setup configuration.
Step 1
First we start with the configuration of the POS by following the path, POS → Administration → Configuration.
The next steps explain how to create a new POS group that allows you to group several POS systems.
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 lottery (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).
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".
Create new POS device
If you need to create one or more POS devices, first go to the POS Devices tab and add some via + button. Then we can continue with the assignment of the device to the group.
As shown in the screenshot, we have now assigned a user to the POS and assigned the POS device.
Key groups
The settings can be found under the path, POS →Verwaltung →Tastengruppen.
With the + button we first create a group.
After we select the group, the 'Add button to group' button appears and we can add an article to the key group.
Insider's tip
The order of the articles 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 key group and provided it with keys. 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→Verwaltung→Konfiguration.
After we have selected the desired POS group, we switch to the file card Key groups.
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 key groups".
The following settings made until now: (This process is unique!)
- POS group created
- POS device created and assigned
- User access specified
- Key group was created
- Keys assigned to the group
- Key group assigned to the POS group
The result at the cash desk then looks like this:
Registration at the POS
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. Then you can make the desired settings.
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.
Display options
If you want to add more information to the keys, you can do so here.
The result then looks like this:
Show facets
Here something is indicated only then, if under the article administration a "characteristic" is deposited. e.g..: Pullover check beige and size XL. This information is then displayed as follows: check, beige, XL.