C ONTENTS This guide describes system functions in detail for the Point of Sale application. It shows how to perform common operations and some of the less obvious features contained within the program. This guide will also highlight procedural guidelines to ensure proper data integrity, product management and record keeping.
C ONTENTS Installation Options Orders Discounting Payments Preorder Management Pending Orders Customers Search Other
I NSTALLATION The installation of the Helios Point of Sale program is very straightforward. To begin, locate the directory on your computer C:\Program Files\Dizzyatom\Helios. If the directory does not exist then create it.
I NSTALLATION C ONT. Obtain a copy of the program files from the Helios web site: Click on the Download tab and then the version releases link as indicated. Link to select a version to download.
I NSTALLATION C ONT. Prerequisites for the program are also listed on this web page. They will have to be downloaded and installed prior to program usage. Please call us for any questions you might have concerning the prerequisites. Other software that you might have to install.
I NSTALLATION C ONT. The download page lists all versions available. Select the most recent version. Three zip files will be listed, one for each application. Select and download the file Helios.POS.zip. Save the file somewhere temporary on your computer. Unzip the file into the directory C:\Program Files\Dizzyatom\Helios. This is the file to download for the POS program.
I NSTALLATION C ONT. The program directory should look similar to the image above. If you have any questions or encountered any problems, please call us so we can assist. Configuration file for the POS program. Create a shortcut to this file on your desktop.
O VERVIEW The Point of Sale program is used to manage orders that include fabricated cuts of meat and non-unique items, payments applied towards orders and management of the Preorder system. The title bar shows the version and the currently logged in user.
L OGIN In order to use the program, a user account must be established. The form shown above allows you to login with those assigned credentials. Only Active users are allow to login. When successfully logged in, the security level assigned to your account grants and/or restricts access to certain forms/features. If the application has been configured for Passthrough Authentication then a prompt might appear asking if you would like to auto-logon as show above. Passthrough authentication is a feature whereby the system reads the Windows user account you are currently logged in as and searches for a system user account that matches the same Windows username. If a match is found then the above message appears to avoid having to type in your system credentials. Additionally, if Passthrough Authentication is being forced, no prompt will appear for a successful match. If no match was found then you have the option to login the standard way. Turning this feature on is a great time-saver; however, it requires coordination with Windows user accounts on your computer. This option is configured in the Options menu under Tools.
O PTIONS Program options are configured under the Tools > Options menu. Note that most of these options require the program to be restarted to become effective. 1.The Peripherals list selects/changes the cash drawer and line display that the program uses. This option is also viewed at the bottom left of the main form when the program first starts. The OPOS option instructs the program to uses OPOS software to manage the peripherals. 2.The Printers lists select/change the printers used for different printing functions. 3.Line Display Message value is the text displayed on the line display when the program is not in the middle of an order. 4.Receipt File value is the name of the customized receipt file stored in the Receipts folder in the program directory. This button helps find a directory.
O PTIONS C ONT. 5.Number of Orders to Display value is the maximum number of Completed orders that are listed on the Completed Orders form. 6.Save Grid Layout is an option that allows for the persistence of manual grid column reordering. Some of the grids in the program allow their columns to be reordered; Search form being the predominant one. 7.Passthrough Authentication, as discussed on the previous slide, is turned on/off here. 8.Filter Pending Orders by Register instructs the program to generate the list of Pending Orders based on the current register/computers name. This option prevents other registers from processing a order that originated on another machine. Power User users and higher do not have this limitation even if this option is turned on. 9.Touch Screen Mode maximizes the program to fill the entire screen.
O RDER D ETAILS Order are created, saved, voided and products are scanned all on the main screen as shown. When this field turns orange then you can scan a barcode. Depending on the user access level, the option to void is displayed or not. Some menu items can be activated by function keys.
O RDER D ETAILS C ONT. The current view has been set to Editable. This option is toggled by the menu View > Editable View or the F4 key. Notice that when an order is in progress that more information is displayed here. Both of these columns are editable. Type the value you would like the scanned price to by change to or apply a discount by entering a negative value. Enter some notes for the current order. They will be displayed each time the order is loaded. Select a row and press the DEL key to remove from the order.
O RDER D ETAILS C ONT. The non-editable view groups products in the current order. This is a read-only view; however, products can still be scanned and added but not removed or directly changed. Type in a value to apply other charges. If you are not ready to complete this order, you can save it as a Pending Order.
D ISCOUNTING The program provides several discounting methods. Aside from directly editing line items in the Editable View, the entire order can be discounted. This is done by selecting the Discount menu on the Tools menu. Based on the discount type selected, each line item will be modified as if you went line-by- line and made changes. The program also gives an option to keep or override existing discounts you may have applied manually. Instructs the discount operation to ignore line items that already have a value in the discount field.
P AYMENTS When all products have been scanned and any discounts have been applied, select the Payments tab to record payments the customer is making. Any number of payment methods can be applied toward the balance, but you cannot duplicate the same payment method. The list of payment methods are generated based on your access level.
P AYMENTS C ONT. When a sufficient amount of payments have been applied toward the total, the large green Complete button will become activated. Clicking this will finish the order. At any time before this button is clicked, the order can be Saved As Pending which will retain all order and payment information, or the order can be voided which deletes the order and places all cuts back to Inventory status and updates all non-unique items stock counts.
C HANGE & R ECEIPT If more payments have been applied than the order total, then the change screen will be shown. Change is always recorded from the payment method that has an asterisk (*) beside it and those amounts will be accumulated in the AmountOut column in POS reports. Your customized receipt will then be printed similar to the one shown. Notice the discount amount shown.
P REORDER M ANAGEMENT A Preorder can be viewed in several ways. It can be an Internet order if you have an integrated web site or it can be a built-to-suit order. The Preorder tab is where you can view Preorders, print a preorder report and convert the Preorder to a Pending Order. Check this box to see a live view of Internet orders being created. This list may also list orphaned Internet orders. Check this box then the View or Print button.
P REORDER C ONVERSION This image shows a Preorder being dragged over to the Pending Orders panel. This drag-drop operation is what initiates the conversion process.
P REORDER C ONVERSION C ONT. The first image is a VERY important warning/acknowledgement message that reminds you of the impact on the cuts listed on the Preorder. Because the system deals with very specific cuts/bar-coded product, customer requests are non-specific (10 lbs. of steak not steack package ). If the system were to find an exact match for the requested cut, it could be stored in a very inconvenient location. The preorder report is the ONLY way you know exactly what the customer requested. This is your build/find-to- suit list and should be retained until the order is fulfilled.
P ENDING O RDERS The image shows the Order Details tab selected with no current order in progress and the Pending Order panel opened (F4 or View > Pending Orders menu). Highlighting/hovering over a list item gives a brief rundown of the order. This list item can be dragged to the order details list/grid to make changes or complete the order. Pending orders are a convenient way to put an order on hold and come back to it later.
C USTOMERS When an order is in progress, the Tools > Customers menu will open the form shown to allow you to associate the current order with a customer and their addresses. With a customer row selected, clicking Save will associate. If a customer is already associated, then clicking cancel will disassociate. At the bottom if the main screen, the status bar will indicate if and what customer is currently associated with the order.
C USTOMERS C ONT. When a customer is associated with an order, the first image shown shows a question about the customers price modifier. A customer price modifier is an auto-price change on every order you associate with them. It is useful if you repeatedly discount a certain customer. This option is managed in the Administration program. You do not have to apply the discount. You will also be given the opportunity to override existing discounts. The customer button on the bottom of the main screen gives you access to the customer about their order.
S EARCH Accessible from the Tools > Search menu or the F3 key, this form helps you find cuts currently in inventory. Selecting a cut type from the available list will also show where specific cuts of that type are located. To see a list of all inventory, enter then press the ENTER key. The search looks up URMIS codes and values from the Description1 and Description2 fields.
S EARCH C ONT. Scrolling over to the right shows more details about your inventory including the quantity available, the min/avg/max weights and the min/avg/max prices. Double click row to view more information about the cut.
M OVE P ENDING O RDERS If the need ever arises to transfer an order that was created on one computer to another because the Pending Order list is being filtered in the program options or a user does not have high enough access level, this form will re- assign each selected order to the specified register name. The register list is based on all computers that have ever completed an order. You are free to type any computer name in you would like. Check all the Pending Orders that you want re-assigned to another register..
I NSUFFICIENT S TOCK Sometimes when converting a Preorder to a Pending Order, the Stock Management System will make a judgment based on the StockOnHand for each non-unique item in the converting Preorder. If there is insufficient stock to cover the customers requests then this form will be shown. The handling options are described below: Fill Available – Only fulfill the amount of stock available. Discard the rest. Split – Fulfill the available amount and create a new Preorder on behalf of the customer with the remaining stock to be fulfilled later when stock becomes available. Postpone – Do not process the Preorder. When stock becomes available through the application of a Purchase Order, then you can re-attempt the conversion.
C HANGE C ONFLICTS Sometimes when multiple users are editing the same data a change conflict occurs. When the system detects this, this form will indicate the conflicts and allow you to make a decision on how to it should be handled. The actions taken are described in detail below: Merge: Only the Current values that are different from the Original are preserved. All other values are updated to the Database value. (Database values override conflicts/Change only what isn't in conflict.) In this case, John will be the value retained. Retry Later: Keeps the Current values, assigning the Database value to the original. In other words, the system will attempt to re-save the Current value to the Database upon the next Save operation. In this case, Jane will be retained when another save is executed. Discard: Discards any changes made, replacing the Original and Current values with the Database value. In this case, Jane will be the value retained and your current data will be refreshed to reflect this retention.
E RRORS Sometimes an error occurs that is not easily explainable like the ones show above. If you are unable to resolve the problem, closing the form or program and then re-opening will fix a lot of errors. When critical or unhandled errors are encountered, an entry will be logged in Windows Event Viewer. If the error continues to happen, please call us so we can help get it resolved for you. Can be resolved by reprinting again. Can be resolved by closing the form and re-opening. Can be resolved by ensuring that PO details have unique ItemIDs.