Would you like to have a Point Of Sale (POS) interface to your Peachtree Classic Accounting program? With PSO, you get a complete POS system which interfaces with your normal Peachtree Classic automatically building invoices and updating the standard Peachtree files as sales are transacted. In addition, many of your Peachtree Classic functions may be initiated directly from the POS system.

This document is divided into the following sections. If you are new to POS, it is suggested that you go through this documentation in the order of the Table of Contents; i.e., start with the section on Optional Hardware.

1. Optional Hardware Supported
2. Customization
3. Using Point of Sale
4. Conversion of Point of Sale from Peachtree V10/11 to V12

PSO treats each computer as a cash register. The following optional equipment may be attached to the individual computers to support POS operation. This equipment must be locally attached to your computer ports. The choice of the port you will be using for any of this hardware will be based on the equipment itself, and the available ports you have on your computer. Note PSO will operate fine without any of this hardware.

Receipt Printer - Each machine on which you wish to print customer receipts must have it's own receipt printer. Receipt printers may be attached to either a serial (COM) or a parallel port, but they must be locally attached (Not on the network).

Cash Drawer - Each machine must have it's own cash drawer. Cash drawers come in 3 styles: Receipt Printer dependent, Serial (COM Port) or Parallel (LPT port). The Receipt Printer dependent style requires a receipt printer and attaches to the bottom of the receipt printer via a telephone style connector.

Barcode Scanner - POS was designed to use barcode scanners that connect between the computer and it's keyboard. Some barcode scanners will need to be "programmed" to work with your computer or to scan the types of barcodes that you wish to use.

Pole Display - Pole Displays come in two versions: serial (COM port) and parallel (LPT port). The Pole Display shows the customer what is being rung up at the cash register. Your pole display must be set to the AEDEX mode to work correctly. If you have the optional Pole Display attached to your computer, it will do the following:

- When a sale or a return is entered, the item's description and amount will be displayed.

- When freight or a cash refund is entered, its description and amount will be displayed.

- When a walkin payment on an account is entered, the account number and payment amount will be displayed.

- When a cash tend is done, "CASH TEND" and "Drawer Open" will be displayed.

- When an invoice is completed, "TOTAL DUE" and the amount unpaid will be displayed.

- When payments are entered, the type of payment and the amount will be displayed.

- When the invoice is paid in full, "THANK YOU!" will be displayed.

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Before you can use POS, it must be customized. It is worth spending some time doing this, as successful running of the POS system depends on it being customized correctly.

After activating the PSO enhancement, select the 'Extended Processing' option under Sales Invoicing Processing. You will see a selection here named "Point of Sale Option".

Selecting that option will take you to the POS Main Menu:

The following are suggested steps when customizing POS.

1. Set up your cash registers.
2. Set up your sales staff
3. Set up your global options
4. Set your payment options
5. Set up your Peachtree options

Each computer that will be acting as a cash register must have its own Register ID. POS supports up to 999 registers. The Register ID tells POS about the Register and any optional hardware attached to the Register. Each Register must have it's options set up before it can be used. You can set up all the registers from a single workstation. It is suggested that you set up one and test it prior to setting up the rest.

Go to the POS Main Menu and select Set Register Options. You will then be prompted with "Maintain Which Register?". At this point, you will enter the Register number (1-999). You will then get an options menu as follows:

Note these are the 3 optional pieces of POS hardware, all of which must be locally attached to the computer you are setting up.

You will then enter a series of prompts regarding the device you are setting up.

The first prompt will be:

<device name> (P)arallel, (S)erial, (N)one

If the device is not attached, you would Enter "N" for none; otherwise enter either "P" or "S" for Parallel or Serial.

The next prompt (if you replied "P" or "S" to the above) will ask to which Parallel (LPTn) or Serial (COMn) port the device is attached. You must reply with the correct port number.

If you are setting up the Receipt Printer, you will now be prompted for information regarding what should be printed on the receipt. These prompts are self explanatory.

Following the receipt printing, you will be prompted as to whether you want to force printing of receipts and invoices. Again, these prompts are self explanatory. You will then be prompted for printer control codes. If you don't know what these control codes should be, you may want to try the defaults which are supplied.

You can set any workstation to default to a particular register number by adding the following statement to the Autoexec.bat file on the computer:

SET PCAREG=number

Where number is the register number you are assigning to this workstation.

POS will allow up to 99 different sales people to be defined. The salesperson ID will control security for the system and the functions that an individual sales person may use. Again, it is suggested that you set up 1 manager and 1 non-manager to test what can be done with each before you set up your whole sales staff.

Select "Maintain Sales Staff" from the POS Main Menu. You will be prompted for the following information:

You will have to enter a Salesperson ID (1-99). If you enter a password here, then the user will be required to enter that password every time they enter the POS system. Enter a name for this salesperson. If Can Edit is "Y" then this salesperson can edit transactions. If Can Void is "Y" then this salesperson can void transactions. If manager is "Y" then this person can void or edit other transactions, as well as approve certain transactions. The last option allows the salesperson to open or close cash registers.

Global options allow you to set the "feel" of POS and decide how several transactions are entered and/or edited. These options also control security within the POS system. From the POS Main Menu, select "Set Global Options". The following screen will be displayed:

This function is exactly like the Maintain Sales Tax Records in Accounts Receivable. It will prompt you for a sales tax code and allow you to edit that code without leaving POS.

If you enter a maintenance password here, the system will require this password whenever you try to do any maintenance within the POS system. For example the following are some of the functions which require the maintenance password:

Set Global Options

Adjust Register Balance

Do a Register Cash Drop

Maintain Payment Types

Maintain Salespersons

Maintain Register Options

Print Register Transaction List

All POS passwords are up to 25 characters long, and are not case sensitive. It is recommended that you use at least 8 characters for your password.

If you enter a password here, be sure to remember it. If you forget it, you will not be able to get in here to change it!

If you enter an Exit Password, this password will be required to exit from POS.

The Product Type entry controls how the user will enter product codes in POS. You have 3 options:

Default Type - This gives you the capability of automatically defaulting to P (product), S (Service) or N(Non-stocked).

Lookup Type - Allows selecting the Product type from a list displayed.

Scan Type - This indicates you will always scan in the product type. This selection requires you to also scan in the Department and Item number.

The Department Entry allows control on how the user enters the department code. You have 3 options:

Default Department - This option will let you enter a default department code.

Lookup Department - Allows selecting the Department from a list displayed.

Scan Department - This indicates you will always scan the Department code. This selection requires you to also scan in the Item number

The auto complete option will cause the computer to automatically accept the transaction after a given starting point. The starting points are:

Item Number

Quantity

Price

None

If you are always selling one of an item, this option can greatly speed up transaction entry.

This option allows you to select Yes or No for eight miscellaneous questions.

Auto Accept Line - Y will cause POS to automatically accept transactions without stopping and asking the salesperson if he/she wants to accept the transaction.

Auto Add Line - Y will cause POS to automatically start adding transactions after a receipt is opened, or after a transaction has been accepted.

Edit Product Code - Y allows the salesperson to edit the product code

Edit Selling Unit - Y allows the salesperson to edit the selling unit.

Edit Tax Status - Y allows the salesperson to edit the tax status.

Price E as Discount - Y causes POS to consider the value in Price E as a discount.

Print Savings Info - Y causes POS to print the Savings information on the Receipt.

User Customer Disc - Y causes POS to use the Customer discount for discounting.

This option allows you to put POS in either the Standard or North Carolina mode. This options affects the way sales tax is computed.

This step saves the changes you have made in the above 8 options. DO NOT FORGET THIS STEP!

Once your global options have been set up, you will want to set up your payment types. POS allows up to 20 different payment types. When installed, there are 7 payment types defaulted: Cash, Checks, Charge Account, Visa, Master Card, Discover and American Express. These can be changed if you so desire.

Selecting any of the 20 different payment types allows you to edit that payment type. Fields associated with a payment type are Payment Name, Product Code, Is Credit Card, Can Overpay and Needs Authorization.

Payment Name - Each payment type must have a name. Cash, Check, and Charge Account have special meaning to POS and will cause special handling.

Product Code - Enter a Product Code for the Payment. Product codes are defined within A/R and decide which G/L accounts will be effected by the payment. The product codes default to numeric 1 to 7 where 1 is Cash, 2 is Check, 3 is Charge Accout, etc. You MUST have a GL Account Distribution record defined for each transaction type you expect for each of these product codes. If you are using Bank Account Manager (BAM) you will want to use a number (1-9) so that payments will be sent to BAM.

Is Credit Card - Setting this option to Y will force the user to enter a credit card number, espiration date, and authorization code.

Can Overpay - Setting this option to "Y" will allow the customer to overpay and get change in return.

Needs Authorization - If this option is "Y", POS will print an authorization slip for the customer to sign and place in the cash drawer.

The following things will need to be defined in Peachtree before you can use POS.

Maintain General Ledger Distribution File - You must define the product codes for you SA (Sale) Transactions and PA (Payment) transactions. These codes are defined in A/R maintain G/L distribution file and will control which G/L accounts are effected by POS sales and payments. The G/L accounts will be decided by your chart of accounts. You might have to get these codes from your accountant.

Maintain Sales Tax Record - Enter sales tax record 000 (Tax Exempt) and 001 (Taxed) for the area where your store is located. You must set up both codes, even if you are exempt from sales tax (just set both codes to exempt).

Walkin Customer - In A/R you will need to define a customer with the ID of 000000. This account will be used to handle walkin customer transactions entered in POS. Use the name "Walkin Customer" to identify the customer. Enter your standard settings (such as sales tax and customer type) for the local customers.

Customer Template - You must define a customer template before you can add customer accounts on the fly. To define a customer template, enter the ID of a customer you know is not on file, next enter "T" in the popup box and define the template (See your Peachtree manual for details.)

Maintain Customers - Enter any customer's accounts that you will be using within POS.

Define Your Inventory - Setup any inventory that you will be needing in Peachtree. If you will be scanning items that have UPC codes, you have two options for setting them up. Either you can add all of the items to a single department or you can use the first three letters of the UPC code as the department. Most users setup a single department or major departments (e.g., appliances, sporting goods, toys, etc.) and use the UPC code as the "item number".

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At this point, you should have your POS hardware attached to your register, and you should have the customization done. You are now ready to use POS.

From the POS Main Menu, select Maintain Registers. From there, you can do the following:

Open a Cash Register - You have previously defined cash registers with a unique ID of 1 to 999. This number is used to reference all of the transactions done at that register and to keep that registers "Z-tape". When you open a register you will be asked for the name of the salesperson doing the open, the register's ID, the initial amount of cash in the drawer, and the register's master password. Warning! Do not forget that password. It will be required to close the register. This is not your User password, but a password for this register. Based on the options, a receipt will be printed and the cash drawer will be opened. The settings you enter when you open the cash register will be remembered, and will be the defaults when you open the register the next time.

Adjust Register Balance - This is a manager's option. It allows the register's balance to be adjusted plus or minus in the case of a special event or an error. The user will be asked for the Register ID, user name, password, and the adjustment amount. The new Register balance will be displayed and the user will be asked to accept the transaction. The register's drawer will not be opened. A receipt will be printed based on the register options.

Do a Cash Drop - A Cash Drop is when a register has accumulated too much cash and needs to be emptied for safety or space reasons. Enter the Register ID, User name, drop amount, and the cash drawer will be opened. A receipt will be printed based on the register's options.

Print a Transaction List - This is a report of all transactions done on a given register since it was opened. This report can be printed at any time and will not erase the Z-tape. You will be asked to select the printer, enter the user name and the Register ID. You also have the option of printing a detailed report. This is the same report that you will receive when you close a register.

Close a Register - Every register should be closed at the end of the day. Select Close then enter the user name, register ID, and the password. The computed register balance will be displayed and the user will be asked to key in the actual balance. The difference will be displayed and the user will be asked to accept the transaction. If the transaction is accepted, the cash drawer will open and a receipt will be printed based on the options. The user will be asked to select a printer and the Z-Tape will be printed and erased. The register is now closed.

Once you have opened the Register, you are now ready to start entering sales. From the POS main menu, select "Enter Sales Transactions".

POS will then prompt you for the Register ID and the Salesperson ID. After these are entered, the main Transaction Entry screen will be displayed:

On this view, the bottom part of the transaction screen is overlaid with a menu of options that are valid from this screen. The options are:

1 - Make Sale - Enter the sale of an item. Based on the global options you have set, slecting Make Sale will cause the following to happen.

- If the product type entry is set to "L" a popup box will be displayed asking the user to select the product type (S, P, or N). If the product type entry was "S" the scan item box will be displayed. If the product type entry was "D" the product type will be defaulted to the requested default without user intervention.

- If the Department entry is "L" the user will be asked to enter or F2-Lookup the Department. If the Department entry is "S", the scan item box will be displayed for scanning the Department ID. If the Department entry is "D", the default department ID will be assumed without user intervention.

- Next, if the user did not scan the product type or Department, the user will be ask to enter or F2-Lookup the item number. At this point, the user could also scan the item number into the computer. If auto complete was set to yes, POS will default the rest of the line and jump to accept.

- If Edit Product Code is yes a popup box will be displayed asking the user to select a Product Code.

- If Edit Selling Unit is yes, the user will be able to change the selling unit.

- Next, the user can enter the quantity. If auto complete after quantity is yes, POS will accept the transaction.

- Next, enter or F2-Lookup the selling price. If auto complete is yes, POS will accept the transaction.

- Next enter the discount percent. POS will then jump to the accept prompt.

- Next the user will be prompted for Tax Status (Taxable or Non-Taxable).

- If auto accept lines has been set to yes, the user will not be asked to accept the transaction, and POS will automatically accept it.

At the accept prompt, the user can press F5-Note to edit the transaction note. When entering the Department, Item or scanning, the use can press F5-Override and edit all the the fields on the transaction overriding the quick entry options set in global options. At this point, the user can also press F6-Find to find an entry by a keyword. Pressing F10-Complete will complete the invoice and jump to the payment section. If automatic add lines is set to yes, the user will be brought back to make a sale after the sales has been entered. Pressing F7-Accept will quick accept the rest of the transaction.

2 - Edit Transactions - Edit asks for the number of the line that you want to edit. Enter the number and the line will be displayed in the edit section. The user will be asked to accept the line. Editing occurs the same way as Make Sale above. If the Salesperson is not authorized to edit transactions, POS will prompt for a Manager to do the edit.

3 - Void Transactions - Void asks for the number of the line that you want to void. Enter the number and the line will be displayed in the edit section. POS then asks for confirmation on the Void. If the user confirms, the transaction is marked VOID in the transaction list. If the Salesperson is not authorized to void a transaction, POS will prompt for a Manager to do the Void.

4 - Return an Item - Enter the item to return the same way as Make Sale. This will return the item to inventory and give the consumer a credit on this invoice.

5 - Freight - Enter the amount of shpping charges in the Price column. POS will jump to the accept prompt. Press F5 to change the note for the freight (e.g., type of shipping).

6 - Cash Tend - Allows the user to open the cash drawer to make change or for other maintenance tasks. The user will be asked for a reason for the tend and the drawer will be opened. Note the user cannot do a Cash Tend if an invoice has been started.

7 - Cash Refund - If returns have been entered on an invoice, and you need to give the customer cash for the refund amount, use this command. Enter the amount of the refund in the price column, minus tax. POS will ask if this refund was for an item that requires tax. POS will calculate the amount of the refund and jump to the accept prompt.

8 - Complete - Select Complete when you are finished entering transactions on the invoice and need to enter a method of payment.

9 - Query Customer - Allows the user to query a customer's account to see the current balance and any current transactions. Enter F2-Lookup or F6-Find to get the customer account code. A screen will be displayed showing the customer's name, address, and their current YTD debits, credits, payments, and service charges. The user will then be asked if they want to view the transactions. When viewing transactions, if there are more than can be displayed on one screen, the user will be asked to press any key to continue. Press ESC to abort the view.

A - On Customer Account - If you need to track sales for a given customer instead of entering their sales as a walk-in customer, or if you are going to process a walk-in payment on the customer's account, use this option to select the account ID. Enter F2-Lookup or F6-Find the ID of the customer.

B - Walk-In Payment - Allows the user to enter a walk-in payment on a customer's account in A/R. Select the account using On Customer Account, then select this option and enter the amount of the payment. POS asks you to accept the transaction.

C - Query Items - Enter a keyword to find the item. POS will search the description field in inventory until it is found. This option will display information such as Extended Description, Location, Pricing and Amount available. You can also use the F2-Lookup by typing in a piece of the items ID.

D - Vendor Payment - This option allows you to make a payment to a vendor from the cash drawer. POS will prompt for the reason, the amount of the payment and the product code.

N - Note - Allows the user to enter a 4 line by 40 character comment that will be printed on the receipt.

J - Job Cost Number - Allows the user to enter a job cost number for this invoice.

P - Purchase Order # - Allows the user to enter the purchase order number for this invoice.

Now lets take a look at a sample screen from POS:

First, look at the layout of the screen. Across the top are column headings somewhat like the column headings used in Peachtree Sales Invoicing. You will notice that one transaction has already been "accepted"; that being the sale of dept "CLC" and item "463487G". The quantity was 1 and the unit price and total price were 10.99

On the right hand portion of the screen, we have some information. First, we can see that the RECEIPT (Peachtree Invoice) number is 023550. The Salesperson is 01 who is named "Gene 1". So far, the accepted total is 10.99 plus .66 tax. The customer is a walk-in customer. When this image was captured, the cursor was sitting on the Accept Prompt which has defaulted to "Y".

Now look at the bottom 3 lines of the screen. The bottom line displays the item we are currently entering. Again, this information is very much like the invoice entry in Peachtree. The description of the item is displayed on the 3rd line from the bottom. Since we are at the Accept prompt, hitting Enter will accept the item, and move it up into line 2 at the top. You will then be taken back to the menu bar.

When back at the menu bar, you select "8 - Complete" you will get something like this:

This graphic shows the default Payment Types. You may have added other payment types when you set up your global options. If you select Cash, you will get a window like this:

Note the Amount Due and the Payment Amount are already prompted. When you accept this window, the transaction is cleared, the Receipt number is incremented, and you are back at the Main Entry Transaction screen

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The Point of Sale customization files are slightly different between Peachtree V10/11 and V12. The first time you run V12, POS will recognize the files have not been coverted, and will do the conversion automatically. This means you cannot go back to V10/11 without restoring the POS control files. So be sure you have them backed up; otherwise you will have no other choice than to reenter all your configuration information.

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