Overview

The Daily Business plays an important role in every management software.

In order to feel confident and prepared for your Daily Business with Nexxchange, this page dedicates itself to address common scenarios and guide you through every function.

We will also provide tips and tricks our POS has to offer, in order for you to master the essentials quickly.

The POS-Interface (GUI)

This is an example how your POS-Interface might be looking:

Full screen and how to enable/disable it

Click on this area in the upper right corner to change the POS-Interface into full screen - While hovering over it, it will show “Toggle Fullscreen”:

Abandon by pressing the ESC-Key on Desktop-PCs.

The POS-Ticket - A detailed introduction

A screenshot follows to visualize what each part of the POS-Ticket means/what which buttons do/show:

Additional Features

→ Click on this button for additional features

Customer Account Funding - Add funds to your Customer’s Account

To charge an Electronic Wallet, define the following:

• Electronic Wallet - Search for the correct Electronic Wallet to add funds to.

• Funding Payment Method - The Payment Type received from the Customer (Cash, Debit, etc.)

• Receiving Fund Payment Method - Default is setup by the Nexxchange-Team (e.g. Customer Account)

• Amount - The amount you received, which is added to the wallet

• Currency - The Currency set up for this POS-Group (not changeable)

→ Click on this button to add funds and complete this transaction.

→ Click on this button to cancel this transaction (or click outside of the dialog window to cancel).

Show Invoices

Shows all Invoices for the defined Seller of this POS-Group.

This is the same overview you are already familiar with from Billing CRM.

The overview is not limited to the currently selected Customer.

Show Invoices for currently selected Customer

If a Customer has no outstanding Invoices left and the corresponding option under POS-Groups is activated, it will show the following icon to the left of the currently selected Customer:

If a Customer still has open Invoices left and the corrseponding option under POS-Groups is activated, you can click on the button below the Tooltip to show the amount of the open Invoices:

You may also hover over the bar below the Customer and click a tooltip to open the outstanding Invoices:

Doing so opens a new dialog window which will show all eligible, open Invoices (no payment defined, not 0, Payment Due Date in the past) - with the familiar overview from Billing CRM:

Payment for Invoice

You can search a specific Invoice by searching for its number, directly in the POS:

The other option is searching for Customers directly and picking the correct Invoice:

Refund for Invoice

Essentially the same as the aforementioned option. You can choose a payed Invoice and create a POS-Ticket for a refund.

Choose the correct Payment Method and refund this Invoice.

Refund for detached Invoice

This can be used to reference an Invoice from outside Nexxchange and notify another user about this, whenever they check said Invoice, with an individual remark.

If you click this option, the following dialog window will appear:

Add the remark you wish and then complete the POS-Ticket (even though it says refund, this can be used for positive amount as well).

The remark will be shown under Billing info for this Invoice (Remark):

Sign out

Simply click on Sign out to sign out of this POS-Device.

No further input is required.

You may also click on the symbol on the left (the arrow pointing leftwards) after clicking on the orange button, next to your POS-Device’s name, to sign out:

Tags

When you open the POS, this is the default-area loaded. This is the part of the POS which allows you to freely navigate through pre-defined Product Tags.

All Products which are assigned to any Product Tag (for this POS-Group) are shown here.

→ All eligible Products are shown, so to speak, by an universal Product Tag. By default, when you open the POS-Device, this is the “Tag” you start in.

You may freely scroll up and down using either:

• Your mouse wheel
  or

• The sidebars on the right

Click on any Product to add it to your current POS-Ticket:

You may hover over a Product Tag to see its name.
Clicking on any of the Product Tags will only show the Products assigned to this Product-Tag - This is useful for specific Greenfees or Rentals you often sell to save time searching.

The POS-Interface will change accordingly:

Click on this small icon in the lower-right corner to reveal additional information, which will show you the following details of this Product (if defined):

1. Price

2. Price no VAT (Gross or Net)

3. Cost of goods sold (for which price you bought this Product from your Supplier)

4. Product Reference

5. Product Facet(s) (if defined)

6. Stock Quantity (if Stock information is defined)

7. Blocked Quantity (optional, can be defined to always keep at least X-amount of each Product )

Ordering Products - Default, Ascending or Descending

Simply click on one of the following buttons to change the order of the Products.

By default, Products are shown ordered by:

• Product-Tags(s)

• Manually assigned order of Products

This can be changed to →

• Product-Tags(s)

• Ascending alphabetical order:
  

Or change this to →

• Product-Tags(s)

• Descending alphabetical order:

Search

This is the 2nd area where you can find Products with a search-function.

→ Click on this button to move to this area of your POS. It’s designed to search and find any Product eligible to be sold in this POS-Device.

You can search for Products directly. Enter a part of either the:

• Product Reference
  or

• Name

To search for Products in your POS directly:

The other option is to navigate through the Main- and Subcategories of your Products.

Clicking on the arrow will change the POS-Interface to show either the Main- or Subcategories:

The other option is to navigate through the Main- and Subcategories of your Products.

Simply click on the desired Icon/Text to navigate to this specific entry:

→ If you click on this Maincategory-Icon, it will show the Subcategories of “Restaurant”:

If you then click on one of the Subcategories, it will show all Products which are eligible to be sold on this POS-Device / Cash Register (based on various criteria like Seller/Business Unit/Availability/etc:):

You may klick on this icon to reveal additional information, similar to what you can do in the Tags-area , showing additional information:

The info-panel shows:

1. Price

2. Price no VAT (Gross or Net)

3. Cost of goods sold (for which price you buy this Product from your Supplier)

4. Product Reference

5. Product facet(s) (if defined)

6. Stock Quantity (if Stock information is defined)

7. Blocked Quantity (optional, can be defined to always keep at least X-amount of each Product )

The Product Facets are also listed right next to the Product, to easily distinguish similar Products.

Click the x and…

You are now in the Main- or Subcategory page.

Scan

This is where you can use your Product scanner to add Products hrough the use of the Product Reference. You can also define the Quantity.

How to scan a Product Reference or enter it manually

If you have an external Product scanner connected to your device, press the blue “Enter barcode”-button:

When you scan a Product, the Barcode will be entered automatically. Click on Confirm Entity to add this Product to the POS-Ticket.

How to change the Quantity

→ First, click on this button and then define a Quantity using the POS-Interface - e.g. click on “9” to add a quantity of 9 for the next Product scanned:

Afterwards, scan a Product Reference or enter it manually. Press on the green button to accept adding this Product’s Quantity to the POS-Ticket:

The POS-Ticket will update the Quantity if the Product was already chosen once:

Payment

→ Once a ticket is ready to be paid, click on this green button to move to the Payment area of a POS-Ticket.

There are several things noteworthy to mention.

Default Invoice Print Mode

The default printing mode is either:

• Receipt

• Invoice

• None

Your current selection is colored blue - None means, nothing is printed / no printing dialog window is going to open when this POS-Ticket is settled:

You can always print out a copy of this transaction if you navigate to Receipts.

→ By clicking on this arrow pointing downwards, you can choose a different template to print.

Click on the desired template from the dropdown-menu:

Electronic Wallet - Info & Payment

An Electronic Wallet shows you 2 important values if you hover over the Values next to the currency.

Account Balance:

Limit Amount:

→ Clicking on this button adds the Electronic Wallet as a Payment Option to the POS-Ticket, allowing your Customer to pay with the Electronic Wallet - Define the amount manually or click on the Star-symbol to automatically assign the remaining amount to this Payment Method:

Charging an Electronic Wallet

There are currently 2 ways to charge the Electronic Wallet of a Customer.

Charging an Electronic Wallet via Customer Account Funding

Click on this yellow button in the upper left corner of your POS-Device. This will open a dropdown-menu with additional functions of your POS-Device.

Click on Customer Account Funding:

Choose the correct Electronic Wallet to charge, the amount and the “Receiving Fund Payment Method” (= the Payment Method) received from the Customer:

If you then refresh the tab/window of the browser or create a new POS-Ticket and choose the Customer again, the updated amount will be reflected in the current balance of this Customer’s Electronic Wallet:

Charging an Electronic Wallet directly with a POS-Ticket

Search the right Product or choose it using a Product Tag and add it normally to your POS-Ticket:

Change the amount of this Product manually to the amount you want to charge the Electronic Wallet (click into the Price to be able to manually change it):

→ Then click on this button next to the amount or hit Enter on your keyboard to save the change.

Click on the 3 black dots in the lower right corner of the following screenshot…

→ …and click on “Set Ticket is for Dep”… ←

to mark this POS-Ticket as a Deposit-Ticket, enabling you to charge the Electronic Wallet:

Tick the checkbox next to “Fund to this account.” and choose the Payment Method received from the Customer. Then, hit the Star-symbol to automatically settle the right amount for this POS-Ticket.

→ Click on the green button to settle the POS-Ticket and fund this Electronic Wallet:

The change in the balance will be shown in a new POS-Ticket, without reloading the browser:

Discount

→ Click on this button to change the POS-Interface to the Discounts-Overview.

The overview shows a similar user interface as Tags, allowing you to manually order the Discounts, to suit your Golf Club’s needs, thus smoothen the Daily Business.

Manually defining a Discount

Click on this symbol to manually define a Discount - Choose the % for a percental Discount, or choose the Currency to define a manual Discount.

If you made a mistake, press on this button to clear your input.

Click the green Tick-button to apply the Discount to your current POS-Ticket’s position you chosen:

The Total will update accordingly and will be shown as with a different color (34,00):

Remove a Discount

A Discount can be removed when you click on the 3 Dots, then choose “Remove Discount”:

The POS-Ticket will reflect the changes:

POS-Ticketing-System

Now that the basic functionality has been explained in detail, all that is left is the main part of your Daily Business - Creating POS-Tickets, individualizing Product-positions and how this works in general.

As a reminder - these are the functions of the POS-Interface:

Creating a new POS-Ticket

→ Create a new ticket clicking on this button. You can create (and delete) as many POS-Tickets as you like - but you can not restore them once you delete them. Please keep this in mind.

Deleting a POS-Ticket

→ Click on this symbol to delete the whole POS-Ticket, if you have no individual Product Position currently chosen.

Choosing between POS-Tickets

In case you have several POS-Tickets created, you can click on the numbered button and choose the POS-Ticket you want to edit/delete/finalize:

Simply click on the POS-Ticket you want to change to:

The POS-Ticket overview shows:

• A note (if defined) before the POS-Ticket number, also shown in Day reporting.

• Overall amount

• Customer chosen

(Default) Customer of new POS-Tickets

If you have a (default) Customer selected in https://nexxchange.atlassian.net/wiki/spaces/GSE/pages/2899902478/General+Settings#General-Settings, it will always be used when you create a new POS-Ticket directly in the POS:

Creating a new Customer

First, click on the X if a Customer is already chosen:

← Afterwards, click on this button to add a new Customer record.

Editing a Customer record directly in your POS

← Click on this arrow first. It’s located right next to the X-button:

This changes the POS-Interface, allowing you to directly edit a Customer record and to create a new Address for this specific Customer - directly in your POS.

→ Click on this button to edit the Customer’s record - directly in your POS:

Creating a new Address in your POS-Device

→ Click on the white space around “Add Address” to open a dropdown-menu, enabling you to enter an Address directly inside your POS-Device:

You have 3 options after defining an Address.

→ Use it once at the POS-Device and for the created Invoice. It will not be saved.

→ Use it to create & permanently enable this Address for the specified Customer.

→ Click on this button to cancel the step of entering a new Address.

Editing/changing/removing the Address for a Customer

You can edit, change and remove an Address from a Customer, directly in you POS-Device. You may even assign or remove it as Invoice or postal Address.

Click on an Address so a dropdown menu appears:

→ This symbol marks the Address visually being the main Billing Address.

→ This symbol marks the Address visually being the main Postal Address.

To remove/define an Address as Billing or Postal Address, click the corresponding buttons:

You may also update or delete an already defined Address:

To set an Address specifically for this POS-Ticket, tap or left-click on this part of the Address you wish to use:

Agent-Management in your POS-Ticket

An Agent is a cooperating, 3rd party, which tries to increase your revenue by referring Customers directly to your Golf Club. Discounts are standard practice for Customers referred through Agents.

There are a few things which should be mentioned.

Adding an Agent

→ Click on this symbol to start adding an Agent to this POS-Ticket:

Search for an already created Agent in your GolfSuite:

→ Click on the tick to add this Agent to the POS-Ticket. The visuals will change (blue background):

If you click on the Agent-symbol again, you will see defined data about the Agent:

• Agent Name

• Tax Number (if defined)

• Address (if defined)

Removing an Agent from a POS-Ticket

→ Click on this symbol (now with a blue background) to start the process.

Click on the X to remove an Agent from this POS-Ticket - No further input is required:

Customer Invoice with a defined, referring Agent - Scenario 1

For instance, maybe a Customer wants to pay independently. This can be done and will also be shown as an unique Invoice (e.g. a Customer only pays his own Greenfee), but the referring Agent needs to be shown.

Creating an Invoice directly under an Agent’s Customer record - Scenario 2

The Invoice is always created for the Customer record chosen in the POS-Ticket:

How to change the Description/Quantity/Price/VAT of a Product

A Product Position refers to an individual entity in the POS-Ticket - displayed in a row:

You can only update one position at a time. The following fields can be changed:

1. Description - Change the description of the Product’s name on the Cash Receipt/Invoice

2. Quantity - Can also be a negative Value (which is important for refunds, more on this later)

3. VAT - The VAT in %. Can be changed if required in special cases

4. Price - The reflected Gross/Net price of a Product.

Click in the correct spot to open a small input field - Define a value and press Enter

or

→ Click on this button

to save the change done to this Product:

Once a POS-Ticket is ready to be settled, move to the Payment area →

How to show additional information about the Product Position

← Click on this symbol to show additional information about this Product:

How to only pay individual Product Position(s)

We assume we send the whole booking to the POS-Ticket - but Maxi Muster tells us he wants to pay for his mother, Musterfrau Martina, which is currently not a member of your Golf Club.

← Click on the tick on the very left corner of a Product Position and define the correct Customer which is paying for this specific Product:

Click on the now updated total amount (the tooltip shows “Settle”) or navigate to “Payment” manually:

Settle the Invoice with the used Payment Method, just like usual:

If you send the booking again to the POS-Device, you will notice it’s not there anymore - it has been payed already and is not open anymore, so you can not mistakenly charge it again:

How to delete a specific Product Position

← Click on the tick on the very left corner of a Product Position:

The currently selected Product(s) will be shown with a dark-grey background:

→ Then click on this symbol to delete it.

How to assign a Payment Method to a POS-Ticket

Adding a Payment Method is simple - Click on the correct button in the lower bar of the POS-Interface:

How to remove a Payment Method from a POS-Ticket

← Click on this symbol to remove an already assigned Payment Method.

How to show/hide more Payment Methods inside your POS-Interface

← To show additional Payment Methods, click on this button.

Each Payment Method available at the POS will be visible:

← You can show less if you click on this button.

Splitting - How to use multiple Payment Methods

Enter the Payment Method(s) received and define the manual Price for each Payment Method:

Payment by Payment Terminal

Paying by using a Payment Terminal works a bit different.

Once a Payment Method assigned to a Payment Terminal is selected, there will be a notification window:

Press on this button once you entered the desired amount which is being charged.

The (physical) Payment Terminal will signalize the Customer it is ready, starting the Payment Process.

Your Customer follows the instruction on the physical device.

Once the transaction is done (whether successful or not), it will be shown like any other Payment Method (and its amount) in the POS-Ticket - 2 different symbols signalize the Payment’s status:

• Successful (e.g. the Customer’s Debit Card has been charged) - 2 ticks are visible:

• Failed/Aborted by the POS-User (e.g. the Customer’s Debit Card has not been charged) - a X is visible:

Settle the the POS-Ticket for it to be correctly registered and shown under Daily Reports.

Aborting a Payment Process using a Payment Terminal

→ Click on this button to abort an ongoing request at the Payment Terminal.

The transaction process will then also be aborted at the physical device.

Press the X-button in the upper right corner to stop the process:

How to refund using the POS-Device

There are multiple ways how to refund a POS-Ticket. This will depend on your approach and on the already completed transaction.

Refunding by sending a completed transaction’s Invoice back to the POS - Scenario 1

This scenario will be the most likely to occur.

You just completed a POS-Ticket, but you notice something went wrong, for instance:

1. Wrong amount charged

2. Wrong Payment Method selected

3. Wrong Product selected

4. Faulty Product so the Customer wants a refund

You can now navigate to the POS-Tickets corresponding Invoice under either:

• Billing CRM
  
  Pick the following option:
  
  

  

  
  Choose “Refund”:
  
  

  

  
  Or
  

• https://nexxchange.atlassian.net/wiki/spaces/GSE/pages/547979351/Customers+CRM#Customers%26CRM-Invoices
  
  Pick the following option:
  

  

  Choose “Refund”:
  

  

  
  Or
  

• Click on the orange Button, select “Refund for Invoices” and find the correct Invoice:
  
  

  

  
  

  

  
  

By doing so, a new POS-Ticket will be opened - with all Product Positions being defined as a negative Quantity:

Choose the Payment Method, click on the star-symbol and finish the refund (click on the green tick).

This is now a complete refund which can be seen under Day reporting - a new Invoice has been created:

Partial refunds can of course also be done, but only once for each POS-Ticket’s Invoice

There will be an error with a message if you try to Refund an Invoice yet again:

Refunding POS-Invoices correctly for the Day Report - Scenario 2

This is more straightforward, but requires a different approach. One important note up front.

You created an Invoice via the POS - but, for some reason, you have to negate this Invoice and this should be reflected in Day Reporting (e.g. wrong quantity, damaged goods, etc.).

In our testcase, we already created an Invoice - but these 2 golf clubs are broken after just a few hours of using them, so we need a refund.

1. Create a new POS-Ticket.

2. Choose the Product and set its Quantity to “-2”.

3. Click on the star-symbol.

4. Finish the POS-Ticket:

If we now check Day Reporting:

Everything is now in working order. Since we received no Payments yet, there is no reason to void these Invoices in the Back-Office - unless your accounting team requires it.