Creating Bills¶

This section is focused on the bill creation and processing. It will walk you through the process of creating a new bill, selecting a customer, selecting items, selling and using discount vouchers, selecting payment methods and processing payments. It is expected that user performing will be using the tablet client and work in the prepared role center.

Creating a New Bill¶

You can create a new bill by clicking on the action "New Bill" availabl in the POS Rolecenter.

If a user uses this action and creates a new bill, but doesn´t enter any items and leaves the bill, the bill is automatically deleted. If a user enters some data, the bill is saved and the user can return to it later. This bill will be available in the "Open Bills" pile in the POS Rolecenter.

Selecting a Customer¶

The first step when processing a bill is selecting the customer. When a bill is created, the customer is automatically set to the default customer number.

If you want to create a bill for the anonymous customer, keep the prefilled customer number and if necessary fill in the address information on the "Address" tab.

If you want to create a bill for a specific customer, you have to either select an existing customer card or create a new customer card. To achieve this, use the "Select Customer" action on the Bill Card.

A list of existing customers will appear. To create a new customer, use the action "New".

Adter clicking the new action, the list of available Customer template will appear and the user should select the template to be used. After selecting the template a blank customer card will be displayed for the user to enter the data.

If you enter an e-mail address for the customer, the system checks if this e-mail is already being used for another customer card. If the e-mail is already being used for another customer, the system will ask you to use the existing card.

If you click "OK" in the displayed list, a confirmation message will be displayed to confirm, that you want to create a duplicit customer card.

If you click "Cancel" in the displayed list, a confirmation message will be display to confirm, that you want to delete the newly created card and use the original one.

After selecting a new customer, the bill header data will be updated according to the customer card. If necessary, the user can make manual changes.

If you´re using a barcode scanner or you know the customer number, you can also use the search bar to change the customer on your bill. After you enter the data, system first looks for a customer card number and then proceeds to trying to find a relevant item. If a customer card or item card is found, the bill is updated (customer is changed or new line for item is created). If no relevant data are found, the search bar is cleaned and expects new code.

Selecting a Currency¶

The currency in the bill header is the currency in which you expect to receive the payment from the customer. The default currency is transferred from the customer card (either the card for the anonymous customer or the specific customer card), however you can manually change it. You will do that by opening the drop-down list in the currency field and selecting the currency code, or by typing the currency code.

If you want to check the exchange rate that is being used for the bill, you can click the asist button next to the Currency code field and open the Change Exchange Rate form. In this form you´re also able to change the used exchange rate if necessary. You can do that by changing the value of the "Relational Exch. Rate Amount" field.

If you expect your customer to pay you in more than one currency, you need to devide the transaction into two bills, each with one currency. If you expect the customer to use various different payment methods but within one currency, one bill is enough.

If you are using application version 1.4 and above, you might also have a specific currency exchange rates set for your shop. If you have, the exchange rate will be filled to the document after selecting the currency.

Selecting a Pick-up Date¶

The pick-up date says when you expect your customer to come and pick up his/her order and in standard Business Central meaning it stands for the Requested Delivery Date.

When using reservations, this is the date till when the goods are supposed to be reserved for the customers. It can also be used to cope with reservations that haven´t been picked up or deleting old bills that won´t be processed in the future using a batch job.

If you update the Pick-Up Date on the receipt with existing line, you will be asked if the Requested Delivery Date on those lines should be updated.

The date on the header updates existing bill lines, therefore if you select a date in the past, you might get a system message informing you that the new date is before your work date.

Selecting Items¶

There are various ways you can used to enter goods into the bill.

Selecting an Item From the Item List¶

You can select an item from the item list - to do this use the "Select Item" action.

The list of all available items will show and the user should find the item to put into the order and click "OK".

If the selected item has variants, the user will then be asked to pick up the variant to be sold.

After selecting the variant from the list and clicking "OK", a new bill line will be created for the selected item (and its variant). The location code will be set to your Shop location. You are able to change the sales unit of meassure (in case you for example sell in packages with different sizes) and based on your shop terminal setting, you may adjust the unit price.

Selecting an Item Using the Search Bar¶

Another way for you to enter items in case you either know the item number or you´re using bar codes and can scan it, is to enter it in the search bar that is available from the bill card.

You can either scan a bar code for:

• a customer number
• an item number
• an item cross reference
• item serial number
• item lot number
• discount voucher

Following algorithm is used:

1. The system tries to find a customer number (if found, the bill header information is updated)

2. The system tries to find a cross referece with the type "Bar Code"

   If duplicit cross references are found, the user is presented a list of found bar codes and is supposed to select the item he wants to use

   

3. The system tries to find an item lot number (if found a new bill line is created and item tracking lines are filled)

4. The system tried to find an item serial number (if found, a new bill line is created and item tracking lines are filled)

5. The system tries to find an item number (if found, a new bill line is created)

6. If no records are find, the system goes through the discout vouchers for the shop and tries to find a discount voucher. More about selling and using discount vouchers will be described in the Voucher and Discount Managment

Selecting items by vendor¶

You also have the possibility to load the items to your bills by selecting a vendor and picking the item from a list of the items of this vendor if you are using aplication version 1.4 and above.

To achieve this, you need to set up the "Enable Search Item By Vendor" on the Shop Card.

After enabeling this action, if you scan a vendor number in the scan bar, you will receive a list of the items assigned to this vendor.

You can then select the item from the list of items from the selected vendor.

Voucher and Discount Management¶

When creating your bill, you´re also able to enter discounts. As explained in the chapter about setup, there are two types of discounts.

Applying a Non - tracked Discount Vouchers¶

There are two ways of inserting a discount line into your bill: scanning a bar code of the voucher or selecting the voucher from a list

If you know the bar code or item number of the voucher, then you can use the search bar to enter the number. If a relevant voucher will be found, a new bill line will be created.

If you want to pick a discount voucher number from a list, you should use the "Select Discount" action that is available on the bill card.

After selecting the action a list of available discounts will display and a user is supposed to select the desired discount voucher.

If the Value Type of the discount is Amount, then a negative bill line is created for that amount.

If the Value Type of the discount is Percentage, then the user is presented with a list of bill lines and can select to which of those the discount should be applied

After the user has selected the lines and clicked "OK", a negative sales line is created under every of the selected item lines for the percantage of the item line amount.

Applying or Selling a Tracked Discount Vouchers¶

Applying a tracked discount voucher can have two scenarios: either you´re trying to apply a discount voucher without serial number tracking, or you´re trying to apply a discount voucher with serial number tracking.

Discount Voucher Without Serial Number Tracking¶

If you want to apply a discount voucher without serial number tracking, you can use the search bar to enter its item number or its cross reference.

If an item or cross reference is found, the user will be aked whether the user wants to sell it or apply it. If YES is chosen, it means that the voucher is being sold to the customer. If NO is chosen, it means that the voucher is being applied.

If the discout voucher is being applied, a negative sales line will be created and the Location Code will be set to the Applied Voucher Location set up on the Shop card.

If the discount voucher is being sold, a positive sales line will be created and the Location Code will be set the the Shop Location.

Discount Voucher With Serial Number Tracking¶

If serial number tracking is used, the system can determine, whether the voucher is being sold or applied by its inventory. If using serial tracking for vouchers, the serial numbers should be unique.

When you enter a serial number that has inventory on your shop location, the discount voucher is being sold, therefore a positive bill line is created and the serial number is added to the Item Tracking Lines. The Location on the bill line is set to your shop location.

If the serial number doesn´t have inventory on your shop location, the discount voucher is being applied, therefore a negative bill line is created and the serial number is added to the Item Tracking Lines. The Location on the bill line is set to your Applied Voucher Location from your shop setting.

Discout Higher Than Total Amount¶

If the customer happens to have discount vouchers for amount higher than the sales amount of goods sold, an additional sales line will automatically be added to the bill before posting. This additional line will be of type "Resource" and will be for the resource number you set on your shop card in field "Balance Resource No.". It will balance your sales order amount to be zero.

To finish a bill for negative amount go to the Payment inteerface and select the "Close and Post" action without selecting any payment methods. The resource line will be added and the bill will be posted. You can see the added line in the posted document

Item Replacement¶

If you are using the application version 1.7 and above, a new feature has been added for Replacement management. This feature is used for the cases when the customer wants to exchange the goods bought before for new goods.

You can find the new "Replacement" function on the bill line using the assist button. First you need to create a bill line to which you put the item the customer wants to replace and then use the "Replacement" function.

After running this function a new dialogue window will be shown to select the posted bill line on which the goods were purchased by the customer.

You can select the original bill no by clicking the assist button in the Original Bill No. field which will lead to a list of all posted bill lines for the item on the bill line to be shown. You can select the bill number and then by clicking OK it will be transfered to the dialogue. After that you need to click yes to save the changes to the bill line.

The result of confirming this dialogue is that the quantity on the sales line is changed to negative and also an additional text line is added with the number of the bill by which the goods were originaly purchased and also the prices and discounts are adjusted on the bill line based on the selected posted bill line.

The customer can then select another item that they want to purchase instead of the replaced item. In this case, there are no money returns, but in case the value of the new goods doesn´t cover the whole amount of the replaced item, it is posted to the "Balance Resource No." set up on your shop.

The final bill is than posted for the zero amount as shown in the screenshot bellow. Also since in this case there is no actual cash exchange, no drawer entries are created.

Processing Bill Payments¶

To process the payment from your customer you should use the "Payment" action on your bill card.

The interface for inserting different payment methods used is opened. The interface shows the payment methods that have already been entered and their amounts and allows user to select or change payment methods. If you enter a payment and you leave the interface for selecting payment methods, the data are stored and will be shown the next time you return to the interface.

A user can use one payment method, or can combine several payment methods. The total amount of payments can´t exceed the total Document Amount. All payments are done in the currency of the bill.

Cash Payment¶

A cash payment will be used if the action "CASH" is used.

After clicking on this action, the user will be asked to enter the amount. The amount that doesn´t have payment method assigned yet is prefilled and user can adjust it in case the amount paid in cash should be different.

After entering the amount a payment line will be created.

If all payment methods have been entered, you can click "Close and Post" to finish processing the bill.

If you enter a higher amount than expected (remaining) the system will calculate the amount to be returned. In this case (the payment and the cash return in the same currency) it´s only for informational purposes of the shop staff and afterwards when the bill is posted, only the actual payment amount will be transfer to the ledger entries. This feature is available from the application version 1.4 and above.

After confirming the dialogue a payment line will be created and the return amount will be calculated.

After setting up the amount to return the rest of the processing of the payment is still the same. The drawer entry will be created only for the amount that has been received.

You can use this functionality for two scenarios:

• return the cash in the same currency (in this case you will leave the Return Currency Code the same as it was suggested by the system)
• return the cash in your local currency (in this case you will leave the Return Currency Code blank)

In the cash line you will be able to see the amount to return recalculated to your local currency.

This will lead to total of 3 drawer entries being created (for the sample payment of 179,37 EUR by 200 EUR note):

• one for the cash payment of the exact amount of the bill paid in cash in the foreign currency (179,37 EUR)
• one for the cash deposit of the rest of the amount in the foreign currency(in the example above 20,63 EUR)
• one for the cash withdrawal of the equivalent of the amount 20,63 in your local currency (in the example 557,01 CZK)

Card Payment¶

A Card payment will be used if the action "CARD" or "MULTIPLE CARDS" is used.

If you want to make a payment with one card, you can use the "CARD" action. This will create a line in the payment interface for the whole amount. If the payment should be combined with other payment methods (e. g. Cash), the user is supposed to lower the price in the Amount field.

If you want to make a payment with more than one card, you can use the "MULTIPLE CARD" action. In this case you will be asked to enter the total amount of the card payment and number of payments.

As many lines wil be created as the number of payments entered in previous steps. The total amount of the transaction is divided equally between those transactions, but can be changed manually in the Amount field.

If you set up that Authorization Code is mandatory in your Terminal setup for the shop, you have to enter it while processing the payment. You can do this in the payment interface by editing the field Authrorization Code, you can also add additional information.

However if you forget to do that and click "Close and Post" action, the system will ask you to fill in the Authorization Code:

The message will show again for every card payment entered with missing authrization code. The code will be stored and will be available after posting.

Credit Payment¶

For credit payment use the "CREDIT" or "CREDIT (MULTIPLE CARDS)" action.

After using this action, the system will ask you to enter additional information. With a credit payment, you should enter the credit contract number.

Also you can be required to put down a down payment. You can select the payment method for the down payment from a list of available payment methods and enter the down payment amount.

In case of this payment, two payment lines will be created, one for the selected downpayment method and one for the credit transaction.

Bank Transfer¶

For a bank transfer payment use the "BANK" action.

In case of bank payment, a payment line is created for the whole amount. You can adjust the amount of the payment in the Amount field.

Cash on Delivery Payment¶

For a cash on delivery payment use the "COD" action.

In case of cash on delivery payment, a payment line is created for the whole amount. You can adjust the amount of the payment in the Amount field.

Benefit Payment¶

For a benefit payment use the "BENEFIT" action.

In case of benefit payment, a payment line is created for the whole amount. You can adjust the amount of the payment in the Amount field.

Payment Gate Payment¶

If you are using the application version 1.7 and above, a new payment method has been added to the POS payment methods.

In case of gate payment, a payment line is created for the whole amount. You can adjust the amount of the payment in the Amount field.

This will lead to a drawer entry being created with the type "Payment Gate". Please note that those entries are not included in the card payments in the Closing, since they are not a real income for your shop.

Bill Rounding¶

For POS payment methods each payment method might require different rounding based on your local legal requirements.

You can set up different rounding methods for your POS payment methods from your shop card by selecting the action "Rounding Setup". You can find this action from the shop list under related actions.

In the setup there are two columns:

• Payment Method (shows the list of payment method types that can be used within your POS shop terminal)
• Invoice Rounding (should be set to YES if you want to be rounding your prices for this payment method)

Bill Posting¶

To finish the sales process the transaction needs to be posted. User can do that from the payment interface using the action "Close and Post".

After posting a posted sales invoice is created. With this transaction item ledter entries, value entries, G/L entries and customer ledger entries are created in the background. Apart from standard posting outcomes, Drawer Entries are created. For each selected payment method a new drawer entry is create with the respecive amount Currency and Payment Type.

When processing a POS transaction, a customer ledger entries are created for the customer that is set up on the POS bill - a customer ledger entry with type Invoice is created and it is applied with the customer ledger entry of type Payment. Therefore the balance of the bulk customer card equals to zero.

For card and credit payment you should set up a Payment Company Number on the relevant payment method. This is due to the fact that you expect third party to fulfil the liability. With posting a card or credit payment through the payment interface a new open customer ledger entry will be created for the third party. It is expected that this entry will then be applied manually with another payment (e.g. after receiving the bank statement).

After the bill is posted, the sales report is printed based on your setup. On your bill header you have the possibility to effect which report will be printed in the field "Bill Report Selection". You can chose between:

As a part of the solution we have prepared a report for printing the bill. The design of the report can be seen on the screenshot bellow.

Viewing Posted Bills¶

The posted bills can be found on the "Posted Bills" pile.

The posted bills list shows all bills that have been posted within your shop.

You can open the postel bill from the list.

To display the payment methods that were used with the posted bill, use the action "Document Payment Methods".

This way a list of all payment methods used for displayed document will be shown.

You can also view the posted bill from the drawer entries using the "Show Posted Sales Invoice"

The payments for the posted bill can also be viewed from the posted bills list using the assist button.

If you need to print an invoice (tax document) from the posted bill and you are using application version 1.3 and above, you might use the new action Print Invoice, that will lead to an invoice report being printed instead of the simplified tax document. If you use the print action, then the system will print the document variant that has been printed while posting the document.

Viewing Drawer Entries¶

The List of drawer entires can be viewed from the POS Role Center using the "Drawer entires" action.

The list can also be view from your shop card using the action "Drawer entries".

The list of drawer entries shows all financial transactions connected to your drawer. All invoices, credit memos and closings will be listed and the user can open the posted documents.