Casio Reckon- Manuals

vii Automatic Backup tab 62 Working with POS Administrator 65 Working with POS Administrator 67 Viewing the Products list 69 Changing prices 70 Managing promotions 70 Creating labels 71 Managing laybys 72 Converting currency 73 Viewing the Customers list 74 Checking your licence key 75 Checking the ...

viii Validate your RPOS database 80 Log off/Switch user 81 Introducing POS Terminal options 83 About POS Terminal 84 The user display 85 The transaction display 85 The information display 86 POS Terminal options 86 General tab 88 Display tab 89 Lists tab 90 Keyboard tab 92 Scanner tab 95 Customer Di...

ix Report printer tab 110 Pump tab 111 Table Manager tab 113 Appointment Manager tab 114 Working with POS Terminal 117 POS Terminal functions 118 Setting up POS Terminal function keys 118 POS Terminal transactions 127 Basic transactions 128 Tendering transactions 136 Converting currency 140 Working ...

x Printing receipts and invoices 159 Browsing the Internet 160 Working with Table Manager 161 About Table Manager 162 Enabling Table Manager 163 Enabling reservations 163 Setting up area layouts for all terminals 165 All about areas 168 All about tables (interactive) 169 All about non-interactive ob...

xi Reservation Alerts 181 Viewing, editing or deleting reservations 182 Backing up and restoring your Table Manager layout 183 Using Split Bills with Table Manager 183 Adding the Split Bills function key 183 Working with Appointment Manager 185 About Appointment Manager 186 Enabling Appointment Mana...

xii (Optional) Making table reservations with Appointment Manager 199 Using SMS with Appointment Manager 200 Enabling Reckon SMS 201 Sending a SMS from POS Administrator 203 Dealing with Scheduled Messages 203 Dealing with Missed Messages 204 Viewing the SMS Message Log 204 Using Reckon SMS in POS T...

xiii Customer display 230 Standard keyboards 231 Magnetic card reader 232 Scanner 232 POS keyboards 236 Receipt printers 237 Contacting Reckon 242 Australia 242 New Zealand 243 End User Licence Agreement 245

2 Installing Point of Sale Before you begin to work with Point of Sale 2014, you’ll want to install your software or upgrade from an earlier version.There are two Point of Sale 2014 Installation and Upgrade Guides; one for POS Lite and POS Professional and one for POS Enterprise.The Point of Sale 20...

3 Welcome to Reckon Point of Sale Each program performs a unique function but relies on the other applications for key data. For example, Reckon Accounts handles the back end accounting, which includes tracking inventory and customers. Reckon Accounts stores this information in a company file that P...

4 In-product Help In-product Help describes each window and is available when you press F1 from an active window. You can access these topics by searching the Help’s index. This user guide This user guide is a reference guide that introduces you to important POS concepts.Each chapter begins with an ...

5 Welcome to Reckon Point of Sale Conventions used in this guide This guide uses a number of conventions to communicate information to you, as shown in the following table. To indicate... We use... Point of Sale EnterprisePoint of Sale Professional Point of Sale Lite POS.Unless otherwise specified d...

8 Overview POS - Enterprise, Professional and Lite - tracks everything that happens during a transaction at the point of sale. It then feeds this back to you through reports about sales, items, customers and much more. It also integrates with Reckon Accounts to share information about your business....

9 About Point of Sale About POS Professional POS Professional gives you all the features of POS Lite and many additional advanced features to enhance your business, including: • Appointment Manager with SMS functionality • Table Manager • Split Bills • Currency conversion • Multiple layered touch sc...

10 The POS system POS Enterprise, POS Professional and POS Lite consist of three components that integrate to provide a simple, yet powerful, total retail management system: • Reckon Accounts • Point of Sale Administrator (Administrator) • Point of Sale Terminal (Terminal) Reckon Accounts Reckon Acc...

11 About Point of Sale • Reckon Accounts Premier has the above features but supports multi-user capability and industry-specific versions. • Reckon Accounts Enterprise has all the above, but is specially designed for expanding businesses and supports ten or more users. It has increased capacity, mul...

13 About Point of Sale The POS Terminal software can be installed on as many terminals as you want, however, each terminal requires a separate licence and installation key code.

14 How does POS integration work? Reckon Accounts Reckon Accounts is the financial manager of the system. It holds the financial details of the store. It knows the prices, inventory levels and buy points of inventory. It knows how much inventory you have on hand, at what point you need to order more...

15 About Point of Sale POS Terminal POS Terminal receives Reckon Accounts information from POS Administrator and uses it to perform the cash register functions. After End of Day processing, the information goes back through POS Administrator so that stock and accounts can be adjusted and balanced in...

16 Setting up POS Small to medium store Reckon Accounts and POS Administrator need to be installed on the same computer. We therefore recommend that you install these two applications on a back office PC and install POS Terminal on your front terminal. With the two computers linked together through ...

19 Getting Started Getting Started 3 Using Reckon Accounts inventory with POS 20 Adding and maintaining customer records 28 Adding and maintaining employee records 33 This chapter shows how you can get started with POS by introducing you to Reckon Accounts inventory, custom fields and customers. Thi...

20 Using Reckon Accounts inventory with POS POS integrates with Reckon Accounts to give you a perpetual inventory system. Reckon Accounts inventory Inventory is only available in Reckon Accounts Accounting and above. When you first come to use POS you should set up inventory items within Reckon Acco...

21 Getting Started Service item A service item does not track inventory on hand but is used for the sale of services in POS, for example jewellery cleaning or repairs. It has its own item code, and sales transactions are tracked and reported in Reckon Accounts. Inventory part item An inventory part ...

22 Subtotal item A subtotal item is used to calculate all items above it on a form, up to the last subtotal. It is useful for applying a surcharge or discount to many items. Group item A group item is designed to sell an item that contains multiple items. When the item is sold the inventory on hand ...

23 Getting Started These custom fields have been specifically included in Reckon Accounts for POS users and should not be modified at any time. Product Number This field is used to record an item’s quick reference number or supplier number and is another form of recalling the product on your POS Ter...

24 Price Level 2 This field is used to record a second level of pricing for your item. If you have the option Amounts Include Tax selected, the price you enter here should include tax, if the option is not selected you must enter a tax exclusive price. Price Level 3 Similar to above, this field is u...

25 Getting Started Reckon Accounts for tracking inventory When setting up inventory items on the Item list in Reckon Accounts, associate each item with three different accounts.Reckon Accounts automatically sets up the first two accounts. You can indicate that you want to track inventory, either in ...

26 4. Click to select the Inventory and Purchase orders are active check box. 5. Click OK , then close and reopen Reckon Accounts. Inventory Part is now available from the Type drop-down on the New Item window. If you do not want to track inventory on hand for some or all of your items but would lik...

27 Getting Started When you adjust your quantity on hand, Reckon Accounts assumes that the average cost of the item remains the same and adjusts your inventory value accordingly. Reckon Accounts also lets you adjust the value of your inventory.For example, after doing a physical stocktake, you find ...

28 3. Edit a value or quantity. Adding and maintaining customer records You can add custom fields within a customer record to help you specialise the service for your customer. It is also helpful to use the Customer list in Reckon Accounts to make finding customer records and information a breeze!

29 Getting Started Reckon Accounts customers Once you have your inventory in place and correct, it’s time to enter customers. Before you start creating your Customer list, gather the information that you need to enter: names, addresses, postal addresses, phone, fax and mobile phone numbers and perha...

30 E-mail Enter a customer’s e-mail address with the rest of their details in Reckon Accounts or POS. Price Level If using price levels in POS, you must use the price level option associated with the custom fields in Reckon Accounts. Reckon Accounts has another Price Level field, located above custo...

31 Getting Started Percentage You can specify a percentage discount or surcharge to apply the discount or surcharge to any purchases that the customer makes. To apply a discount:1. In Reckon Accounts, enter a minus sign before the percentage, for example – 10.2. In POS Terminal: 1. Go to the Tools m...

33 Getting Started Adding and maintaining employee records Employees are only available in Reckon Accounts Accounting and above. For an employee’s details to be available in POS, the employee must appear on the Sales Reps list in Reckon Accounts. Before adding any new employee details, you should se...

34 ID Enter the employee’s ID in this field. This field is used by POS during the sales person login procedure. Password This field is used by POS during the sales person login procedure.

35 Getting Started Deactivating an employee When an employee leaves or is on a period of extended absence it is not a good idea to delete them from the system. You need their records for tax purposes, or if they return. It is better to retain the record, but prevent the name from showing up on lists...

37 Introducing POS Administrator options Introducing POS Administrator options 4 About POS Administrator 38 POS Administrator options 39 This chapter shows how to access the POS Administrator options and gives you a brief overview of each one.

38 About POS Administrator The POS Administrator is the POS management component. It handles system tasks, managers the database and terminals and acts as the interface between Reckon Accounts and the POS Terminals. You can modify any options in POS Administrator to suit your business requirements.

39 Introducing POS Administrator options POS Administrator options This section provides a quick introduction to the POS Administrator options, which are accessible using the Options window. For detailed information refer to the POS Administrator in-product Help.To access the options: • Click the Op...

40 Option (tab) refer to page... Customer Loyalty 54 Pump 56 Table Manager 58 Appointment Manager 59 SMS 61 Automatic Backup 62 General tab The General tab includes company contact details and basic options on how POS deals with the Reckon Accounts company file. You can change the company file name ...

41 Introducing POS Administrator options The General tab is also where you select how you want to summarise transactions for posting to Reckon Accounts, there are two choices: • Summarise line items where possible (including product description) • Summarise line items where possible (excluding produ...

43 Introducing POS Administrator options Lists tab There are four lists available in POS Administrator for viewing and editing - Layby Customer, Product, Customer and Currency Conversion. The Lists tab gives you the option to select what is displayed on these lists. The Currency Conversion list is o...

45 Introducing POS Administrator options To enable Kitchen printing and include a kitchen printing column in the Product list, you must select Kitchen Printing Options from the Product List. You can later tag individual products from the Product list to print to the kitchen printer once kitchen prin...

47 Introducing POS Administrator options Rounding tab The Rounding tab is included in POS Administrator to give you choices as to how item prices are rounded and what captions print on receipts and in the window. For information on setting up your rounding information, refer to the POS Administrator...

48 Currency tab The Currency tab is only available in POS Enterprise and POS Professional. POS Terminal can convert foreign currency to the local currency when tendering a transaction or as a simple exchange of currency. You can set the default margin percentage on the Currency tab. For information ...

49 Introducing POS Administrator options For information on the Scanning tab and how to set up a product that has a random price barcode in Reckon Accounts, refer to the POS Administrator in-product Help.

50 Layby tab Use the Layby tab to outline the terms and conditions of the layby policy. For information on setting up your layby information, refer to the POS Administrator in-product Help.

51 Introducing POS Administrator options EOD (End of Day) tab Use the EOD tab to determine the way in which the End of Day process operates. Options on this tab include: • Don’t allow READ (X) reports • Balance report must be selected on RESET (Z) reports • Reconcile the Cash Drawer • Reports must b...

52 Web tab POS Terminal has a built in Web browser. Web pages are displayed within the space normally reserved for the POS Terminal information display, and can expand to occupy the space used by the transaction display as well. The POS Terminal Web browser does not provide the operator with unlimit...

53 Introducing POS Administrator options in-product Help. Security tab You can use the Security tab to enable security for POS Administrator and POS Terminal. Once you have enabled POS security you can set up users and roles. This tab is also used to set up Cash In Drawer Warning messages, if requir...

54 For information on enabling security and setting up users and roles, refer to the POS Administrator in-product Help. Customer Loyalty tab The Customer Loyalty tab is only available in POS Enterprise and POS Professional. Use the Customer Loyalty tab to activate and set up a customer loyalty progr...

56 Pump tab You can use the Pump tab to set a petrol grade to an item in the product list. The product list is transferred from Reckon Accounts.For information on the Pump tab, refer to the POS Administrator in-product Help. The Pump tab is only available in POS Enterprise and POS Professional.

58 Table Manager tab You can use the Table Manager tab to enable Table Manager, set up your reservation options and change your table status options.

59 Introducing POS Administrator options For more information on setting up and using Table Manager, refer to the Working with Table Manager chapter in this guide or the POS Administrator in-product Help. The Table Manager tab is only available in POS Enterprise and POS Professional. Appointment Man...

60 For more information on setting up and using Appointment Manager, refer to the Working with Appointment Manager chapter in this guide or the POS Administrator in-product Help.

61 Introducing POS Administrator options The Appointment Manager tab is only available in POS Enterprise and POS Professional. SMS tab You can use the SMS tab to enable Reckon SMS, set your preferred options and enter your default SMS text.

62 Send SMS alerts to customers/contacts from Appointment Manager. Reckon SMS value-add service attracts an additional charge and is available to subscribe at Reckon Online at http://online.reckon.com.au.Things to note when using SMS alerts: • The Australian version of POS only works with Australian...

64 The Automatic Backup tab is only available in POS Lite and POS Professional.

69 Working with POS Administrator Viewing the Products list When you ran POS Administrator for the first time your Items (and Services) list would have been transferred from Reckon Accounts populating the POS Product list. (For instructions on running POS Administrator for the first time refer to th...

71 Working with POS Administrator or dollar amount. Promotions in POS allow you to easily manage inventory and sale of inventory during promotional periods. When a promotion begins, POS sends a message to all terminals and to the POS Administrator to inform all operators of the change. If an operato...

72 • Highlight a product or customer from the corresponding list, right-click and then click Print Labels . • When the Product or Customers list is open. Go to the Lists menu, click Product (or Customer) and then click Print Labels to view and select the label options. • When saving a new promotion ...

73 Working with POS Administrator 2. Click the Lists tab. You’ll see series of check boxes under a section called Show in Layby Customer List. 3. Select the columns to display in your standard Layby Customer list. At the bottom of the Layby Customer list is the total number of active and inactive cu...

74 The Currency Conversion list contains all the details for each form of currency available through POS Terminal.To change the columns that show in the Currency Conversion list:1. Go to the Tools menu and click Options. 2. Click the Lists tab. You’ll see series of check boxes under a section called...

75 Working with POS Administrator Checking your licence key You can use the Licence Key Status window to view a list of terminals connected to POS Administrator. To view the Licence Key Status, go to the Lists menu and click Licence Key Status . For details on the Licence Key Status window, refer to...

76 It is advisable that you print this report and correct any items that cannot be found in Reckon Accounts and transfer your new list before creating a Z-Read at End of Day. If you do not do this, service items will automatically be created in your Reckon Accounts item list.To ensure data integrity...

77 Working with POS Administrator If a password is required to open Reckon Accounts, the Reckon Accounts company file must be open before beginning a post. POS Terminals do not need to be closed for this process. For details on how to post transactions to Reckon Accounts, refer to the POS Administra...

78 not present in Reckon Accounts. If your POS database and your backup are saved on the same drive and you experience hard disk failure, you may not be able to recover or restore your data. If you attempt to back up your POS database to the same drive that your database is stored on, POS alerts you...

79 Working with POS Administrator If you must restore your database, Terminal IDs must match the name of the terminal that the backup was made for in order for all your settings to be restored.If you are restoring from external media, ensure the disk you are restoring from is in the appropriate driv...

80 Deleting a terminal When you delete a terminal, it will be removed from the system. You need to process a terminal’s final end of day before you can delete a terminal. Deleting a terminal will permanently remove all information about the terminal. For instructions on how to delete a terminal, ref...

84 About POS Terminal The POS Terminal is the point of sale component that is located at the store check-out on a computer. It operates the cash drawer, receipt printer, integrated EFTPOS and scanner. It processes all transactions in the same manner as an electronic cash register with the same funct...

85 Introducing POS Terminal options The user display Items and prices appear in the user display as you enter them. The numerals and letters are similar size to an electronic register display and are easy for everyone to see. The transaction display As you process through a sale, the transaction det...

86 The information display The information display displays system messages and the touch screen layout if used. If an incorrect key is pressed and you receive an error, the explanation and resolution are displayed here. POS Terminal options To personalise POS Terminal so that it meets your business...

88 General tab The General tab allows you to set general options for POS Terminal, including Terminal ID and transaction start number. You can also choose the Don’t display messages from other terminals during transactions and Start Point of Sale when Windows starts up . For more information on the ...

89 Introducing POS Terminal options Display tab The Display tab allows you to adjust the Point of Sale window and text to suit your business needs. You can alter the POS Terminal display in each of its three main areas as needed. The three main areas for the POS Terminal are user display, transactio...

90 Lists tab The Contact and Currency lists are only available in POS Enterprise and POS Professional. The Lists tab controls the information that POS Terminal displays in the Sales Person, Customer, Layby Customer, Contact, Currency, Transaction History, Held Transaction, and Product lists.Some typ...

92 Keyboard tab The keyboard is one of the most crucial areas associated with POS terminals. The Keyboard tab is where you assign function keys to allow for fast and effective processing of transactions from POS terminals. You can choose from three types of keyboards: PC Keyboard, POS Keyboard or a ...

93 Introducing POS Terminal options For instructions on how to design a POS keyboard, refer to the POS Terminal in-product Help. Touch keyboard If you select to use a touch keyboard (touch screen) once it is turned on, the information display is replaced by a keyboard layout containing touch buttons...

95 Introducing POS Terminal options Scanner tab You can use the Scanner tab to select your specific scanner or, if not available, select the Generic Barcode Scanner . Most scanners have a variety of programmable options that may need to be set before the scanner works correctly. Before using your sc...

97 Introducing POS Terminal options Customer Display tab You can use the Customer Display tab to set properties for your customer display. A customer display, also known as a pole display, is a screen that is visible to customers at the register. It enables them to see the prices of items entered at...

98 For information on setting up a customer display, refer to the POS Terminal in-product Help. Receipt printer tab The Receipt Printer tab is where you set up your receipt printer and what appears in the receipt header and trailer. POS Terminal supports many receipt printers; including impact, ther...

100 Kitchen printer tab The Kitchen Printer tab enables you to connect your POS Terminal to the kitchen printer. This feature has been designed to allow duplicate printing to a remote receipt printer from all terminals.To use the kitchen printing feature, you must enable it from within POS Administr...

102 Invoice printer tab The Invoice Printer tab is where you can set up the invoice printer properties, the heading and column captions and what appears in the invoice header and trailer.POS Terminal supports any Windows compatible printer for the printing of invoices. The printer can be the local p...

104 Cash drawer tab You can use the Cash Drawer tab to set up a cash drawer in POS Terminal. Most common types of cash drawer can be used with POS Terminal. They only require some other device, such as a receipt printer, to supply enough electrical power to “kick” the drawer open at the right time. ...

106 EFTPOS tab The EFTPOS tab is used to set up your EFTPOS device. Having EFTPOS available through the main POS terminal reduces the possibilities of credit card and debit card fraud. It is faster, easier, more secure and less prone to operator error.Before setting up the EFTPOS feature in POS Term...

108 Card reader tab You can use the Card Reader tab to set up POS Terminal for Smartcard technology. For information on setting up a card reader, refer to the POS Terminal in-product Help.

109 Introducing POS Terminal options Scale tab The Scales tab enables you to connect a scale to the computer. They need to be set up so that the computer knows that there are scales in use and is able to detect the source of the information that they provide. For information on setting up a scale, r...

110 Report printer tab The Report Printer tab enables you to select to print reports on your receipt printer or your Windows printer. The option you select on this tab is used as a default in End of Day and can be overridden. You can print reports from the POS Terminal by processing an end of day (g...

111 Introducing POS Terminal options Pump tab The Pump tab enables you to activate your Fuel Edition and select your pump type. To activate Point of Sale Fuel Edition, you must purchase a fuel installation key code. Please contact our Customer Service department for details of your local authorised ...

114 The Table Manager tab is only available in POS Enterprise and POS Professional. For more information on designing your table manager layout and the Table Manager tab, refer to the Working with Table Manager chapter in this guide or refer to the POS Terminal in-product Help. Appointment Manager t...

116 The Appointment Manager tab is only available in POS Enterprise and POS Professional. For more information on setting up the display of your appointment manager and the Appointment Manager tab, refer to the Working with Appointment Manager chapter in this guide or refer to the POS Terminal in-pr...

118 POS Terminal functions POS Terminal includes a list of functions that you can use through a sales transaction once applied to individual keys. You need to assign individual functions as part of setting up the keyboard layout.To access these options in POS Terminal, go to the Tools menu, click Op...

119 Working with POS Terminal Function key Description Backspace Delete the last key typed. For example, if you intend to enter 105 but instead enter 104 press Backspace to delete the 4 and type the correct number. Barcode Number If a barcode is damaged or is not scanning correctly, use the Barcode ...

122 Function key Description Number Entry Allows you to enter a number, for example, serial number, within a transaction. Percentage Discount Applies a percentage discount within a sale. POS Administrator creates a Percentage Discount item within Reckon Accounts when the Reckon Accounts company file...

123 Working with POS Terminal Function key Description Quantity Use as a multiplication function to record the number of any specific item sold. Quantity is a required key and is included in the standard layout for both the POS Terminal and standard keyboards. Receipt Line Feed Advances the receipt ...

124 Function key Description Split Bills(this is only available in POS Enterprise and Professional) Allows splitting of transaction payment by item or number of guests. Subtotal Totals all the items sold during a transaction. The Subtotal function key can be used as required within a single transact...

127 Working with POS Terminal POS Terminal transactions This section describes some standard POS Terminal transactions to help get you started. Some of the functions associated with the standard keyboard layout are preset automatically as part of the POS installation. However, you can change any of ...

128 Basic transactions The following section describes the general function keys used to complete basic transactions. Selling a non-inventory part item The Department function key is only available in POS Enterprise and POS Professional. You can use the Department function key to sell non-inventory ...

129 Working with POS Terminal There are different methods for entering a product for a transaction on POS Terminal: Method Description Product Code Enter the product code (PLU) and press the default key (Enter) . Scan a Product If a product has a barcode, scan the barcode into POS Terminal. Enter th...

136 Selling more than one product (*) By default, POS Terminal sells one item when you enter a product for a transaction.To sell more than one of a product:1. Enter the quantity, e.g. 4.2. Click the Quantity ( * ) function key. 3. Select the items.4. Click the appropriate tender function key to comp...

137 Working with POS Terminal Entering a cash transaction (F12) If the transaction is being paid for by cash:1. Enter the transaction as usual.2. Enter the amount of cash handed to you. 3. Click the Cash (F12) function key to complete the transaction. Entering a credit card transaction (F11) If the ...

140 The cheque number entry is saved with the transaction history (only available in POS Professional) in Reckon Accounts and printed on the customer’s receipt. Splitting a tender Using POS Terminal you can split the sale between different types of payments.Customers sometimes pay with more than one...

141 Working with POS Terminal 1. Enter the transaction as usual.2. Click Subtotal when all items are entered. 3. Enter the foreign currency amount then press the Currency Conversion function key. POS Terminal displays a list of the currencies from which to select. If a key is preset with a currency,...

142 3. Click the appropriate tender function key to complete the transaction, e.g. Cash (F12). Tendering a voucher The Tender Voucher function key records the receipt of such transactions as vouchers. A voucher is a non-inventory part item linked to an Other Current Liability account in Reckon Accou...

143 Working with POS Terminal Placing a transaction on hold To place a transaction on hold:1. Start the transaction as usual.2. Click the Hold Transaction function key. The status bar at the bottom of the Point of Sale window displays the number of transactions currently on hold. Retrieving a transa...

144 2. Click the Retrieve Transaction function key. 3. Complete the transaction as usual.Alternatively, use the Hold Transaction list.1. Click the Retrieve Transaction function key to open the Hold Transaction list. 2. Highlight the transaction.3. Click OK or press Enter . 4. Complete the transactio...

145 Working with POS Terminal Correcting an entry (F6) If an item is entered in a transaction by mistake or the customer changes their mind:1. Click the Correct Entry (F6) function key. 2. Enter the item to be voided by product number, scan, barcode entry or product search to void this item from the...

147 Working with POS Terminal which the customer pays you, e.g. Cash (F12). Canceling a sale (F8) To cancel at any time while entering a transaction: • Click the Cancel (F8) function key to void the sale. If you have integrated EFTPOS set up and the transfer is processed, you may need to perform a r...

150 Applying surcharges This section shows you how to apply surcharges to transactions. Applying a dollar surcharge The Dollar Surcharge function key applies a dollar value surcharge for a transaction that may require an additional amount. For example, a delivery fee requires a surcharge to the sale...

151 Working with POS Terminal Applying a percentage surcharge The Percentage Surcharge function key allows for specialist surcharges, for example, a 10% surcharge on a restaurant bill on a public holiday. Apply the percentage surcharge either to a single item or to the entire subtotal.To apply the p...

153 Working with POS Terminal 5. Click the appropriate tender type function key that the customer is paying with to complete the transaction. For example, Cash (F12). Canceling a layby There are two stages in cancelling a layby. You can complete them in any order. Refunding the layby items To refund...

154 6. Click the appropriate tender type function key the refund is paid by, for example Cash (F12), to complete the refund. Working with customer accounts You can set up customer accounts on POS Terminal which can then be managed in Reckon Accounts (and vice versa). There is a function key availabl...

155 Working with POS Terminal Tendering an account charge (Home) To tender an account charge:1. Select the customer account.2. Enter the items as usual.3. Click the Tender Account Charge function key. If this account is a customer sub-account, the account total on the major customer account will aut...

156 not work for POS Terminal customer account transactions. If your accounting method is cash based, you must apply credits to your customer’s accounts at least once a month. If you do not do this your BAS does not balance.To apply a customer account payment:1. Select the customer account.2. Enter ...

158 Managing your cash This section shows you to how to manage your cash using floats and cash clearance. Recording the float in amount (1) The Cash Float In function key allows you to record the daily float in amount for each cash drawer. 1. Enter the float amount.2. Click the Cash Float In (1) fun...

159 Working with POS Terminal Recording a cash clearance The Cash Clearance key records money removed from the cash drawer for deposit into a safe or bank. This function is also used if the cash limit warning is displayed (set up in POS Administrator).1. Enter the cash amount.2. Click the Cash Clear...

160 Line feeding a receipt The Receipt Line Feed function key advances the receipt printer paper by one line at a time to allow for the feeding of new rolls of paper. • Click the Receipt Line Feed function key to feed the paper. Printing an invoice The Print Invoice function key allows you to print ...

162 About Table Manager Table Manager is only available in POS Enterprise and POS Professional. The table manager feature in POS enables you to design the table area layouts within your business. Once you have set up your table area layouts and started assigning transactions to tables, you can quick...

163 Working with Table Manager Enabling Table Manager Before you can use table manager you must enable it in POS Administrator. When you enable table manager you can then enable the advanced feature of reservations. To enable table manager you must have the correct permissions. POS comes with five p...

164 Reservations are an arrangement to secure accommodations, such as at a restaurant or hotel. When they are enabled in POS, you can set several options including pre-reservation hold time, reservation alerts and which terminal you want the alerts to display on. To set reservations, go to POS Termi...

165 Working with Table Manager Setting up area layouts for all terminals It is recommended that you set up your layout on the terminal that is using the lowest screen resolution to ensure that it is easy to see on all terminals. Only one POS Terminal can be accessing the Table Manager Designer windo...

168 All about areas An area is where you add your interactive tables and non-interactive objects to visually represent your actual business layout. If you have many different areas in your business, e.g., a multi-level restaurant, you can set them all up in table manager by creating several areas. T...

169 Working with Table Manager If you are using a multi terminal environment any change that is made to an area on one POS Terminal will be updated on the other POS Terminals in your POS Store.When you are setting up your areas in the Table Manager Designer you can use the grid options to assist you...

172 For more instructions on changing the five editable table states, refer to the POS Administrator in-product Help. Changing table icons The Table Manager Designer allows you to change the table icon. You can upload your own image or use one of the generic images that are available on the POS 2013...

173 Working with Table Manager Changing Miscellaneous icons The Table Manager Designer allows you to change the misc icon. You can upload your own image or use one of the generic images that are available on the POS 2013 Disc. The image will be shown on the button at 0.5cm x 0.5cm up to 2cm x 2cm de...

174 Adding the Table Manager function key Once table manager has been enabled and area layouts setup, a Table Manager function key has to be added to your keyboard layout on the POS Terminals that you want to access it. A Table Manager function key must be added to every keyboard layout that you wan...

175 Working with Table Manager • If Table Manager is disabled after a key is set up with this option selected, the function key operates like a Hold or Retrieve Transaction function key. For instructions on adding these function keys to your keyboard layout, refer to the POS Terminal in-product Help...

176 Using Table Manager This section explains the basics of using Table Manager. For step-by-step instructions, refer to the POS Terminal in- product Help.Table Manager is ready to use when you have completed the following: • Enabled table manager (in POS Administrator) • Set up table manager area l...

178 Switching areas If you have set up more than one table area layout, POS Terminal creates a list of your areas making it easier for you to switch to the area that you want to view. The areas list in alphabetical order and can’t be edited. To edit the area captions go to the Table Manager Designer...

179 Working with Table Manager Indicators on tables If you have a held transaction against a table or have added a note against a table using either Appointment Manager or Table Manager, a preset icon will appear on the Table icon. The held transaction icon appears in the bottom left corner and the ...

180 Retrieving a transaction If you want to use Table Manager to retrieve transactions you must set up a Retrieve - Table Manager function key. To retrieve a transaction using Table Manager:1. Click Retrieve - Table Manager function key. 2. Click the table with the held transaction. You can switch t...

181 Working with Table Manager other customers aren’t allocated this table. You can also set the time that you want to extend the reservation for if a customer is late and you receive an alert. If a table has a current reservation then the reservation is deleted, the tables status will revert to Fre...

182 When the Reservation Alert displays you have three options: • Delete Reservation - click Delete Reservation to delete the reservation. The table becomes free for others to set reservations or hold orders against it. • Hold Reservation - click Hold Reservation to keep the reservation at the set t...

183 Working with Table Manager For instructions on viewing, editing or deleting reservations, refer to the POS Terminal in-product Help. Backing up and restoring your Table Manager layout From the Table Manager Options tab in POS Terminal you can backup and restore your Table Manager layout. If you ...

184 A Split Bills function key must be added to every keyboard layout that you want it to appear on. POS doesn’t do this for you automatically. The Split Bills function allows you to split a bill between customers, either by selecting specific items or by the number of guests at the table.You can us...

188 Enabling Appointments When you enable Appointment Manager you have the option to enable its advanced features. Once they have been enabled you can select the features that you want to use.Appointments are an arrangement to secure bookings, such as at a hair dressing salon. When they are enabled ...

189 Working with Appointment Manager For more information on the options on the Appointment Manager tab, refer to the POS Administrator in-product Help. Appointment Manager Advanced features are only available when the Integrate with Table Manager option is not selected. Otherwise the Appointment Ma...

191 Working with Appointment Manager Setting up Appointment Manager on each terminal This section explains the concepts for setting up Appointment Manager on each of your POS Terminals. For detailed step-by-step instructions on how to set these options, refer to the POS Terminal in-product Help. Add...

192 For instructions on setting up the Appointment Manager options, refer to the POS Terminal in-product Help.

193 Working with Appointment Manager Using Appointment Manager This section explains the basics of using Appointment Manager. For step-by-step instructions, refer to the POS Terminal in-product Help.Appointment Manager is ready to use when you have completed the following: • Enabled appointment mana...

195 Working with Appointment Manager Finding appointment time and date Your Appointment Manager window defaults to display the view that you set up previously. You can alternate Daily view and Weekly view by clicking the radio buttons in the Appointment Manager window. Use the following buttons to f...

196 Button Description (displays when Weekly view is chosen) Displays the current week Scrolls the grid up Scrolls the grid down Scrolls the grid left Scrolls the grid right For more information on finding appointment time and date, refer to the POS Terminal in-product Help. (Optional) Adding a new ...

197 Working with Appointment Manager 3. Click Customer List or Contact List . 4. Click New . 5. Enter the detailed information of the new customer or contact.6. Click OK . You are returned to the Customer List or Contact List . 7. Click OK . You are returned to the Appointment Manager window. For mo...

198 Editing or deleting appointments Using Appointment Manager you can view, edit or delete appointments on any time for any particular day. You can only view, edit or delete appointments when POS is not in a transaction. To start, in the Appointment Manager window click an appointment in the appoin...

199 Working with Appointment Manager If you have integrated your Table Manager and Appointment Manager and waitlisted appointments, these appointments will not be available if you turn off the integration. Also, if you have been using Appointment Manager and waitlisted appointments and turn on the i...

200 You can access the Appointment Manager from within the Table Manager window by clicking the Appointment Manager button. Using SMS with Appointment Manager Please note that Reckon SMS is an additional cost. You must buy SMS bundles from the Reckon Online website after you sign up for this service...

201 Working with Appointment Manager To be able to use Reckon SMS in POS, you must first sign up on the Reckon website.Once you have signed up, you can enable it in POS Administrator and set your SMS options. You must have security permissions to Appointment Manager and SMS to be able to set the SMS...

202 Using the SMS Options tab you can set how you want to send the SMS; automatically or manually, what time you want to send the SMS; at a certain time before the appointment or whenever the appointment is created/ updated and also enter your SMS default text.

203 Working with Appointment Manager For more information on the SMS options tab, refer to the POS Administrator help. Sending a SMS from POS Administrator You can send a one-off SMS to a customer using the POS Administrator. You can use this functionality to send a promotion SMS to a loyal client o...

204 Dealing with Missed Messages If your POS system is offline for any reason and during that time there were scheduled messages to be sent, those SMS messages will not be sent at the scheduled time. When your POS system is back online and you log into POS Administrator, you will receive a message s...

205 Working with Appointment Manager edit an existing one, a message asks you whether you want to send an SMS to that customer. If you click No , then no SMS is sent. If you click Yes , the Edit SMS Details window opens where you can send the message to the customer. For more information, please ref...

208 End of day procedure When you process your end of day POS Administrator creates a file to send to Reckon Accounts. This reduces the inventory on hand, creates the sales history for your inventory, updates pricing, updates customer account balances and the chart of accounts. We recommend that you...

209 Processing end of day The Select the Reports window opens. The Department Sales, Promotion Sales and Customer Loyalty reports are only available in POS Enterprise and POS Professional.

211 Processing end of day 8. Enter the information as described: Option Description Do not reset the Sales Information (X Report) Click to select this option if you only require the reports to print. Reset the Sales Information (Z Report) Click to select this option to print the reports and create a...

212 Option Description Reset the Transaction Number Click to select this option to reset the transaction numbers back to one. This option is only available if you select the Reset the Sales Information option. 9. Click Next . This window only appears if you have selected Reconcile the Cash Drawer in...

213 Processing end of day 10. Enter the information as described. Option Description Open the Cash Drawer Click to open the cash drawer. Tender Types The tender type fields are: Cash in Drawer, Cheque in Drawer, Credit Card in Drawer, EFT in Drawer, and Voucher in Drawer. Enter the total for each te...

214 Option Description Total in Drawer The total of all tender types entered displays in this field. Keyboard Click this button to use a touch keyboard to enter data in the fields. 11. Click Next . If tender types do not balance with what was registered, an error displays with the choice to retry or...

215 Processing end of day 13. Enter the information as described. Option Description Print the reports on the Receipt Printer Click to select to print the reports to your receipt printer. Cut paper between reports Click to select to cut the paper between reports if your printer has a cutter. This op...

216 Option Description Windows Printer Click to select the printer from the drop-down list. This option is only available if the Windows printer is selected. Connected to View the path or port to which the selected printer is connected. If a COM port is already in use it does not appear in the list....

218 Option Description Initiate EFTPOS Settlement Click to select if you want to pass EFTPOS information to the EFT terminal to perform the settlement and produce a report. Reconciliation Print the totals for the day and reset the totals for the next day. Cumulative Produce a report without resettin...

219 Processing end of day All options selected in the Reset the Sales Information window are displayed for your confirmation. 17. Click Next . If you select to RESET the Sales Information (Z Report) the Automatic Backup window opens.

220 18. Click Next to automatically backup your database to this location. You will see a backup successful message. Click OK . 19. Click Finish to exit the End of Day wizard window.

221 Processing end of day Avoiding unwanted service items creating problems Sometimes an item may be accidentally moved or changed in Reckon Accounts. When posting transactions from POS, Reckon Accounts may have to create a new service item in the list to compensate for the changed item details that...

223 Getting support Getting support 11 Troubleshooting 224 Supported POS devices 226 Contacting Reckon 242 If something goes wrong with your computer or with POS, there are a few things that you can check before calling for help.Follow the guidelines in this chapter to ensure that there is nothing y...

224 Troubleshooting The following is a guide for some of the simple things you can do before you call your supplier for help.If you need to call the supplier make sure that you have the following information handy when you make the call: • The type of PC and its operating system. For example, Hewlet...

225 Getting support • The computer is turned on • The monitor is on • All the leads are firmly plugged into the sockets at the back of the PC The keyboard doesn’t function Check that the keyboard is firmly plugged into the correct port.If you have a standard keyboard and your number pad is not worki...

226 EFTPOS isn’t working Check the following: • Run the self-test to ensure that the line is up • Check all the connections to the PC • Check the setup in POS options POS Terminal freezes after a transaction An error may have occurred. Press the Esc key on the PC keyboard (if connected) to clear the...

227 Getting support Devices that are compatible with POS using Universal Serial Bus (USB) ports are marked USB compatible in the supported POS devices list below. Some hardware devices need drivers or setup files. USB receipt printer drivers, touch keyboard drivers, POS keyboard set up files, and re...

229 Getting support • Goodson GC-54 EFTPOS • Ingenico NPT 700 Series (V.3.21) for Westpac EFTPOS Extra • Ingenico PC-EFTPOS for ANZ, NAB, CBA, WBC, SUN, Travelex, St. G and BKW • KeyCorp K71i/K71 X Keypad for Comm2000 • Quest EftPOS Plus/32 (most major banks) • Westpac Ingenico i5100 • BP Quest Scal...

230 Customer display • Casio SA5000/5100 Customer Display • Citizen C2201-PD • Citizen C2202-PD • DSP 800/850A • Epson DM-D101II • Epson DM-D202II • Firich VFD-202R • HP FK225AA / LD220 (USB) • IBM SureOne 4614 • Jarltech 8003 • Jarltech 8004 • Keycorp CD5220-II • Obvios FV-2029H • POS CD-7220 • POS...

231 Getting support • POSiflex PD-2300 (USB compatible) • RSD CD5220/CD6220 • Sibnet Pole Display • Soteke VFD 2 Line 20 Character • Puritron ICD2002 • Senor GWD202UT22APB (USB) Standard keyboards • Casio SA5000 • DigiPOS QM128A & KM032A (PC Keyboard Section) • DigiPOS QM128A (PC Keyboard Sectio...

236 POS keyboards Some keyboards have a file that needs to be imported to the programmable keyboard before you can program keys in POS. The files are located in the Support folder of the POS disc. • DigiPOS KM064A • DigiPOS KM064A/KB064A & KM032A/KB032A • DigiPOS KM096A • DigiPOS KM096A/KB096A &...

237 Getting support • POSiflex KB-3200 • POSiflex2100 • POSiflex3000 • POSiflex3100 • RSD ProKey 128 • TiPro KM064A • TiPro KM064A/KB064A & KM032A/KB032A • TiPro KM096A • TiPro KM096A/KB096A & KM032A/KB032A • TiPro KM128A • TiPro KM128A/KB128A & KM032A/KB032A • TiPro QM128A • TiPro QM128...

242 Contacting Reckon Australia Product Registration Products can be registered online or by telephone. 1300 650 061 Customer Service and Reckon Sales For pre-sale, product specific information, to purchase an upgrade, for order inquiries or information on Reckon Advantage and so on. Call: 1800 732 ...

243 Getting support Reckon Stationery Reckon offers a range of stationery that works with your Reckon software. Cheques, invoices, pay slips and more - helps deliver the most from your accounting software! Call: 1300 301 166Fax your orders: 1300 131 972 Update your details Keep your details current ...

245 End User Licence Agreement End User Licence Agreement THIS IS AN IMPORTANT DOCUMENT. PLEASE READ IT CAREFULLY. This is a contract between Reckon Limited (ACN 003 348 730) (Reckon) and you. By using the Software supplied with this document, and the related user guides and materials (together the ...

248 1. LICENCE (a) Evaluation licence: If Reckon has provided a Trial Version of the Software to you, your rights to use the Trial Version are solely as set out in clause 12. (b) Licence to use: Reckon grants you a personal, non-exclusive, non-transferable, limited licence to use the Software on the...

249 End User Licence Agreement (i) verifying that the Software is being used fully in accordance with this Licence, including user and machine limitations, and (ii) listing locations, types and serial numbers of equipment on which the Software is run. (e) Audit rights: Reckon may also audit the numb...

251 End User Licence Agreement 5. DATA COLLECTION AND PRIVACY (a) You acknowledge and agree that Reckon collects information from you when registering, activating and validating the Software. Additional information may also be collected in relation to your use of the Software. Reckon handles persona...

256 10. TERM AND TERMINATION OF LICENCE (a) Licence Term : Unless this Licence is terminated earlier in accordance with its terms, your right to use the Software in accordance with this Licence continues:(i) in the case of a subscription version of the Software, for an initial period of 12 months fr...