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I. OBJECTIVE
1. To provide guidelines on different procedures of using the POS (BCS)
II. DEFINITION OF TERMS
1. POS – Point-of-Sale terminal; used in cashiering
2. BCS – POS service provider
III. GENERAL POLICIES
Adding New User or Updating of Usernames/Passwords:
• Operations Department must send an e-mail request to Training Department.
• Training Assistant (TA) must coordinate to Operations Department to schedule the addition or update.
• TA must inform the Technical Trainer regarding the schedule of POS update in the concerned outlet.
• If Technical Trainer is not available, TA must ask permission to CEO to borrow the authorized Admin Staff (Ms. Pia) to update the POS of the concerned outlet.
• Once the POS is updated, Technical Trainer must send an e-mail update to the CEO, Supervisor (of the concerned outlet) and Human Resources Department (HRD).
Note: Technical Trainer and Admin Staff are in-charged of BCS POS in Carts. Technical Trainer is in-charged of Vantage POS in Full Stores.
Programming POS (change price, add products, discount):
• Operations Department must send an e-mail request to Training Department.
• Training Assistant (TA) must coordinate to Operations Department to schedule the POS programming.
• TA must inform the Technical Trainer regarding the schedule of POS update in the concerned outlet.
• If Technical Trainer is not available, TA must ask permission to COO to borrow the authorized Warehouse Staff (Ms. Marissa) for POS programming.
• If the Warehouse Staff is assigned to go to the outlet, TA must ensure that the outlet’s Supervisor is present at the concerned outlet. Warehouse Staff is not allowed to do the programming without the presence of the Supervisor.
• Once the POS is updated, Technical Trainer must send an e-mail update to the CEO, COO, Supervisor (of the concerned outlet) and Marketing Department.
Note: Technical Trainer and Warehouse Staff (with Supervisor) are in-charged of BCS POS in Carts. Technical Trainer, Full Store Supervisor and Warehouse Staff (with Supervisor) are in-charged of Vantage POS in Full Stores.
POS Installation in Outlet:
• Supervisor must test or check the program if properly working before signing the turnover slip from the POS supplier.
BCS POS Procedures
Log-in Procedure:
• Double click the “My Enterprise Icon”
• Enter the assigned username and password
• Click “OK”
1. Cash Fund Entry:
a. Go to “Admin”
b. Press “Cashiers Fund Entry”
c. Enter cashiers fund
d. Click “Update”
2. Z Reading:
a. Go to “Admin”
b. Go to “Reconciliation”
c. Go to “Terminal End Session”
d. Put to “All Cashier”
e. Click “Qty Sold”
f. Press “Preview”
g. Print
h. Go back, press “End Session Terminal”
i. Press “End Session”
j. Press “Preview”
k. Print
l. Click “OK”
3. Cashier End Session (X Reading):
a. Go to “Admin”
b. Go to “Reconciliation”
c. Go to “Cashier End Session”
d. Enter cash breakdown
e. Click “Commit”
4. Report Master (for Supervisor only):
a. Go to “Admin”
b. Go to “Report Center”
c. Choose a report type:
• Sales
• Inventory
• Goods received
• Supplier return
• Stock transfer
5. Cashiering:
a. Go to “Modules”
b. Press “Sales POS” or F5 for shortcut
c. Enter Customer No.
• “01” or “02” – any customer
• “03” – senior citizen
• “04” – owner
d. Encode customer’s name. If senior citizen, enter ID number
e. Go to “Barcode”
f. Press buttons found on keyboard for corresponding customer’s order such as MT (Milk Tea), BC (Bubba Coolers) and others
g. Find the ordered product from the list
h. Enter quantity, press “Enter”
• Press “F9” for discount, if applicable
i. Ask for payment (total amount will be shown on the POS screen)
j. Press “Tender”
k. Enter money received
• Press “F1”, if customer has special request
l. Press “Commit”
m. Print receipt
If customer is senior citizen, reprint the receipt:
a. Go to “Admin”
b. Press “Look Up Transaction”
c. Click “Transaction”
d. Press “Refresh”
e. Select OR number of the senior’s receipt
f. Print
6. Encoding Ending Inventory:
a. Go to “Admin”
b. Go to “Stock take”
c. Go to “Per item”
d. Search for raw materials in barcode (RM)
e. Enter new count
f. Press “Enter”
g. Press “Preview” to check all entered ending inventory
h. Press “Commit”
i. Go to “All Stock”
j. Press “Display Storage”
k. Print
7. Encoding Delivery based in WIS:
a. Go to “Module”, then “Goods received”
b. Enter “02” as supplier code
c. Search for raw materials in barcode (RM)
d. Enter quantity (converted to servings)
e. Press “Enter”
f. Press “Preview”
g. Press “Commit”
8. Encoding Pull-Out Items:
a. Go to “Module”, then “Supplier return”
b. Enter “02” as supplier code
c. Search for raw materials in barcode (RM)
d. Enter quantity (converted to servings)
e. Enter reason for pull-out in “Remarks”
f. Press “Enter”
g. Press “Preview”
h. Press “Commit”
9. Encoding Transfer of Items:
a. Go to “Module”, then “Stock Transfer”
b. Enter the receiving outlet in “Attention” area
c. Search for raw materials in barcode (RM)
d. Enter quantity (converted to servings)
e. Enter reason for transfer in “Remarks”
f. Press “Enter”
g. Press “Preview”
h. Press “Commit”
10. Creating a New Product:
a. Make an outline for the product components.
Example:
Mother name: CDH Siomai
Components:
RM cdh siomai
RM siomai tray
RM siomai stick
RM toyomansi
RM chili sauce
Dummy: D CDH Siomai P40.00
b. Assign an Item Number.
Example:
Mother name: CDH Siomai 400001
Components:
RM cdh siomai 400002
RM siomai tray 400003
RM siomai stick 400004
RM toyomansi 400005
RM chili sauce 400006
Dummy: D CDH Siomai P40.00 400007
c. Go to “Admin”, and then go to “Stock”
For Dummy:
• Enter the assigned item code
• Enter description (dummy)
• Click “Hide POS”
• Change “Cat 1” to “Dummy”. If needs to add new category, click “Add” then enter new category name.
• Enter price in “Regular” area
• Press “Commit”
For Components:
• Enter the assigned item code
• Enter description
• Click “Hide POS”
• Change “Cat 1” to “RM”. If needs to add new category, click “Add” then enter new category name.
• Set minimum and maximum quantity (decided by Supervisor)
• Press “Commit”
For Mother Name:
• Enter the assigned item code
• Enter description (mother name)
• Change “Cat 1” to “CDH”/”BBT”/”SSM”. If needs to add new category, click “Add” then enter new category name.
• Press “Commit”
• Search the item code, click “Package”
• Press “Update”
• Search the item code again, press “Compo”
• Search for the encoded components one by one
• Search and add the assigned dummy
• Press “General”
• Press “Update”
• Press “Commit”
11. Adding Discount:
a. Go to “File”
b. Go to “Configuration”
c. Go to “Username/Password”
d. Click “Admin”
e. Click “Edit”
f. Click “Others”
g. Click “Discount”
h. Add discount name and add its corresponding discount rate/percentage
i. Click “Add”
j. Click “Update”
Note: Sample discounts are Buy 1 Take 1, FIC, 50% discount
12. Change Product Price:
a. Go to “Admin”, then “Stock”
For Dummy:
• Search for the assigned dummy item code
• Change price in “Regular” area
• Press “Update”
For Mother Name:
• Search for the assigned item code
• Go to “Compo”
• Delete the assigned dummy
• Search for the dummy code again
• Press “Add”
• Go to “General”
• Press “Update”
• Press “Commit”
b. Other way of adding discount or change price is done through manual input (c/o Supervisor)
• Update user rights first
• Click “Sales POS”, press “F9”
• Tick appropriate discount
• Enter the discount manually
Note: As much as possible, do not use this procedure.
13. Set-Up New User and Corresponding Rights:
a. Go to “File”
b. Go to “Configuration”
c. Go to “Username/Password”
d. Click “Add”
e. Enter username
f. Enter password (10-characters)
g. Re-enter password on “Confirm” area
h. Click “Update”
i. Click the newly added user name
j. Click “Edit”
k. Click its corresponding rights
Rights:
13.1. Administrator: All
13.2. Supervisor:
a. General. Do not click “User/Password” and “Delete Transaction”
• Customer: Do not click “Delete Customer”
• Supplier: Do not click “Delete Supplier”
b. Module 1. Do not click the following:
• Stock delete
• Add/Update Cat 1
• Add/Update Cat 2
• Component
• Alternate
• Related
• Update Place
• Update Position
• Update Picture
• Update Price
c. Module 2. In POS, click all
d. Module 3. Do not click “Set Pricing Structure”, “Price Verification” and “Print Tag”. Do not click all under “Merge Record”
e. Report Master. Click all
f. Others. N/A (for Administrator only)
13.3. Cashier of the Day:
a. General. Click the following:
• Data path
• Hardware
• Print option
• Import/Export
b. Customer. Click the following:
• View customer
• Create customer
c. Module 1. Click the following:
• Stock: Add, Update
• Stock take: By Per Item, By Selection, All Stock
d. Module 2. In POS, click all.
e. Module 3. Click the following:
• Goods Receive: Change Terms
• Supplier Return: Reason
• Stock Transfer: Deliver to, Purpose
• Cashier End Session
• Terminal End Session
• Cashier Fund
• Look Up Transaction: Audit POS, Print POS
f. Report Master. Click the following:
• Sales: Terminal Accountability (Daily), Cashier Accountability (Daily), Hourly Sales with Cost
• Payment Type: Detail, Summary
• Discount per Item
• Stock: Stock list, Stock take with and without quantity, Stock Audit
• Stock Transfer: Detail, Summary
• Supplier Return: Detail, Summary
• Goods Receive: Detail (All, Late Delivery, No PO), Summary
g. Others. N/A (for Administrator only)
14. Adding VIP/ Customer Profile:
a. Go to “Admin”
b. Go to “Customer”
c. Go to “Edit Info”
d. Click “Add”
e. Enter customer details
f. Click “Update”
15. Program Keyboard:
a. Go to “Posiflex dt208 Programmable Keyboard”
b. Wait for 40 seconds to initiate
c. Go to “File”
d. Open existing file in Drive C with .tpl extension
e. Press the key if you want to edit
f. After editing, go to “Keyboard”
g. Press “Write”
h. Wait for 10 seconds to initiate
• In editing, make sure to get the first 2-3 letters of the set-up categories.
i. Go to “Config” for configuration of beep, delay time
j. Go to “File”, press “Save”
k. Go to “Exit”, press “OK” to quit the program
16. Compact Data:
a. Go to “File”, then “Configuration”
b. Press “Compact/ Rebuild”
17. Synchronize Data:
a. Go to “Admin”
b. Press “Synchronize Data”
18. Add Payment Type:
a. Go to “Username/Password”
b. Go to “Others”
c. Click “Pay Type”
d. Add description
e. Click “Update”
IV. PROCEDURE FLOWCHART
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(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
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VI. FORMS AND RECORDS
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