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Table of Contents


68.1 POS Entry List - Setup
68.1.1 Underlined Configuration for POS Entry List to work
68.1.2 NP Retail Setup
68.1.2.1 Posting Sequence of POS Entry lines
68.1.2.2 Posting Compression of POS Entry Lines
68.1.2.3 Posting Compression Setup in POS Store
68.1.2.4 Posting Compression Setup in POS Payment Method
68.1.3 Sample Chart of Account
68.1.4 Bank Account
68.1.5 Setup for POS
68.1.6 POS Payment Bins
68.1.7 Different POS Unit and Bin configurations:
68.1.7.1 Setting default POS Payment Bin in the POS Unit.
68.1.7.2 POS Unit to Bin Relation
68.1.8 POS Payment Methods:
68.1.9 POS Posting Setup:
68.1.9.1 Posting Matrix:
68.1.9.2 POS Payment BINS
68.1.9.3 POS Posting Setup to do the Transfers in the Accounts
68.1.9.4 Illustration of Expected Accounting Output as per the POS Posting Setups:
68.1.10 POS Menus Setup
68.1.10.1 POS Action BIN_TRANSFER
68.1.10.2 POS Action BALANCE_V3
68.1.10.3 POS Action PRINT_RECEIPT
68.1.10.4 POS Action RUNPAGE for POS Entry List




POS Entry List - Setup

The POS Entry List has replaced the classic audit roll that we used to have. You will need to go to the following to activate it: Menu: Departments/Retail/Setup



And it requires the "Advance Posting Activated" in NP Retail Setup. Once this setup is done and the posting to Item ledger Entry & G/L is activated in "Advanced POS Entries Activated", you are set to use the POS Entry List. You will see a message that will appear on the Audit Roll indicating that the Advanced Posting is activated.



Unlike the Audit Roll which constitutes one table and the information are kept in that one table, the POS Entry List has different components or sub-pages that points to different tables.



  • POS Entry (6150621) – This table is the header for the lines, you will have a summary of the transactions in this table.
  • POS Sales Line (6150622) – This table gives us the POS Sales Lines details that have been posted via the POS.
  • POS Payment Line (6150623) – This table gives us the Payment details of each transaction done via the POS.
  • POS Tax Amount Line (6150629) – This table keeps the tax information for the transaction.


Underlined Configuration for POS Entry List to work

To understand what needs to be configured, let's try to identify and compare to the setups used by Audit Roll.
In the table below, we have identified sections in the old setup that has not yet been migrated to the POS Entry list.


Audit Roll

POS Entry List

Configuration Areas of the Audit Roll that is still required for POS entry to work

Retail Setup

NP Retail Setup

New concept


POS Store

New concept

Cash Register

POS Unit

The Cash Register & POS Unit must have the same ID.
We need the following sections from Cash Register:

  • Register
  • Touch Screen
  • Sale




Payment Type

POS Payment Method List

The Payment Type & POS Payment Method List must have the same ID.
We need the following sections from Payment Type:

  • General
  • Option
  • Prefix Table
  • Coin Type





POS Payment Bins

New concept


POS Posting Setup

New concept


NP Retail Setup

Menu: Departments > Retail > Setup > NP Retail Setup



The two fields Automatic Item Posting (Posting to Item Ledger Table) and Automatic POS Posting (Posting to G/L Entry Table) controls when the posting of the POS Entry Lines are done.


Note on Activating the POS Entries:


All POS Posting Setups & Chart of Account should be done before activating the Advanced Posting Activated.
In case of a conversion of a client who is on Balance V1 into Balance V3, the last balancing of the register must be done before Advance Posting Activation. On activation, the system will take the closing of Balance V1 & create the Opening Float of Balance V3 from it.


Posting Sequence of POS Entry lines

When posting occurs is managed by the setting on NP Retail Setup:


Option

Logic

No

The system will not post automatically the POS Entry Lines. The user will need to go to the POS Entry List to post the entries one by one or by batch.
Or we can set a task queue to run CodeUnit 6150631.

After Sale

As soon as the Sale is completed, the system will post the line. In this situation, the posting to G/L is done one by one, we do not have a consolidation of lines when posting. Hence the posting will not be compressed.

After End of Day

As soon as we complete an End of Day on a POS Unit, the system will post the lines in details or consolidated form, depending on the setup for compressing the data for posting.

After Last End of Day in Store

A store can have multiple POS Units. When we refer to last end of day, we are referring to the end of day of the last POS Unit for that Store. It is at this point, that the POS Entry Lines will then be posted.
The system will post the lines in details or consolidated form, depending on the setup for compressing the data for posting.

After Last End of Day Companywide

The structure of the Company can be that it has multiple stores and under each store, we have multiple POS Units. When we say Companywide, it means that all the stores should be balanced before the posting starts.
Bottomline, we need balance all the POS Units before the posting starts.
The system will post the lines in details or consolidated form, depending on the setup for compressing the data for posting.


Posting Compression of POS Entry Lines

There are many settings controlling how the posting compression is selected. This document is intended to straighten the line. POS Posting Compression is select at posting time from the entry marked as open in the "POS Period Register List".



The above list is managed by the end-of-day process which closes the period and first login, creates a new entry with status open. Hence if we decide to set the way in which state to post the transactions, it will be after we have closed a period and hence on the next opening the change will applied.

Posting Compression Setup in POS Store

The POS posting compression is then selected from the POS Store, the POS Unit belongs to:



The options for compression are:

  • Uncompressed
  • Per POS Entry
  • Per POS Period

The "POS Period Register No. Series" is optional for options Uncompressed and "Per POS Entry" posting.
If specified, posting will use this document number when posting to G/L. The actual document number used through-out the period is specified on the "POS Period Register List" which comes from the Cash Register setup if a Sales Fiscal No Series not set.


Method to post

Particulars

Uncompressed

the posting is done in detail, one by one

Per POS Entry

There is more than one line, the posting will be compressed, into lesser lines, which is determined by G/L account, G/L Posting group, Dimension etc.

Per POS Period

The entries within a period (the span of time that a register is opened and then closed) will be compressed based on G/L account, G/L Posting group, Dimension etc.


This means that if we set Automatic POS Posting in NP Retail to After Sale, then the system will automatically post the G/L in an Uncompressed manner, irrespective of what is setup in the POS Store.
Example of uncompressed posting:




Example of compression per POS entry:



Example of compression per POS period:



Posting Compression Setup in POS Payment Method

Payments have not been compressed. There is a setting on the "POS Payment Method" to managed payment compression.



Example of compression per POS period and condensed payment posting:
With a blank posting description:


With a custom posting description



System values can be added to the description according to the following substitutions:
"My Posting Description %1 %2 %3 %4 %5"

  • %1 -> POS Unit No.
  • %2 -> POS Store Code
  • %3 -> Posting Date
  • %4 -> POS Period Register No.
  • %5 -> POS Payment Bin Code

Specifying a custom posting description requires the "Post Condensed" to be true.

Sample Chart of Account



Bank Account



Setup for POS


The POS configurations for Posting are found in the NP Retail setup. The shortcut for the menus are under Navigate > Advance > POS Group, there is setup. The path for NP Retail Setup is found under the Menu: Departments > Retail >Setup



POS Payment Bins



This setup defines the POS Payment BINS that are available on doing Cash Count. For example, is a BIN is referred to a physical cash drawer on register or a safe or a bank.
Note: The AUTO-BIN always carries a Bin Type "Virtual". This type is not seen on the Cash Balancing and Transfer Screen so that we prevent salespeople from transferring manually into that BIN by mistake.

Different POS Unit and Bin configurations:



The default bin is specified on the POS Unit. For end of day purposes, it needs to be executed for evert POS Unit.


A POS Unit may have many additional bins, these are specified on the Unit To Bin Relation.
Currently there is no easy way of selecting alternative bins, but end-of-day process will handle contents from multiple alternative bins correctly.


Multiple POS Units can also share the same bin. Even though they share the same bin id, bin contents is not mixed between the POS Units, therefor End of Day process still needs to execute on both POS units.


Setting default POS Payment Bin in the POS Unit.


Select the POS Unit and then configure a default POS Payment Bin associated with it.


POS Unit to Bin Relation

In the POS Unit Card, go to the NAVIGATE Ribbon to set the relationship of POS Unit to POS Payment Bin. Instead of a one to one relationship, we can have multiple relationship.
But we need as a base to have at least one to one relationship whereby a POS Payment Bin is attached to a POS Unit. The normal scenario is that we have a POS Payment Bin per POS Unit.



The following scenario is possible, but there is no practical need for them:

  1. In a scenario that we have a supervisor who does the Cash Count on all POS Payment Bins, even those attached to other POS Units, we can select to have a POS Unit that sees all the Bins & the counting can be done from that POS Unit itself.


Hence the POS Unit 1 will see all the bins even if they are under POS Unit 2 or POS Unit 3. The counting can be done from POS Unit 1 itself and no need to move to individual bins.



  1. We can even take that logic into a scenario where we have a POS Payment Bin shared by two POS Units.


In this case, the POS Unit 1, will see both POS Payment Bin 1 & 2 for counting. And the POS Unit 2 will see both POS Payment Bin 2 & 3 for counting.



POS Payment Methods:

The POS Payment Methods replace the Payment Types in the Advance Posting Process that use the POS Entry List. Hence the accounts setting should be done on Payment Methods and not Payment Types.



If we want to include the payment method in the Balance V3 register balancing, we need to activate it in the Payment Method card as above. It is only these POS Payment Method set to Count that will be available in the counting process in the register balancing.



If we want the system to accept the amount without counting, then we set the field Include In Counting to "Auto".
Import Note: As we are using two different systems for type being, we will have both Payment Type & POS Payment Method defined & run in parallel.

POS Posting Setup:

Posting Matrix:

Note that for POS Entry, we do not use the posting setup in Cash Register anymore. As an example, the posting matrix below show how it is done.



Additional Setup to cater for transfers between POS Payment BINS in the Cash Register Setup


There are two configuration that we need to pay attention to:



  • The field Registerstatement must be set to "Manual".
  • The G/L in the field Rounding must have a value.

The rest of the fields are not used by POS Entry Routine. This setup is temporary. We will move them away from Cash Register in the future.
Note: In the future, we will move these setups away from Cash Register to POS Payment Methods & POS Bins.

POS Payment BINS


The concept of BINS illustrates the buckets where we keep or "receive into" our currencies or even none-currencies like lottery / Voucher if we want to track them when we move them around. We can have Cash Drawer for a Register, as well as a Safe in the Manager's Office or ultimately our Bank. They are buckets where we receive into the currencies from our sales.



And on each POS Unit (Cash Register), we attached a Default POS Payment Bin.


POS Posting Setup to do the Transfers in the Accounts

The accounting codes must be set for the transfer actions. In the POS Posting Setup. All POS Payment Methods are received in the Cash Register, hence the account attached to the POS Payment Bin Code will determine which account is affected on a transaction. We can leave the POS Payment Bin Code "Blank" and set up an account. The system will take this account for all POS Units. Hence, we define POS Payment Methods that are kept in as the float for the Cash Register (POS Payment Bin). By leaving it blank, all POS Unit will have the G/L account 2915 attached to it.


EURO


G/L Account

2915

Cash Registers


8610

8615


GBP


G/L Account

2915

Cash Registers


8610

8615


K


G/L Account

2915

Cash Registers


8610

8615


NOR


G/L Account

2915

Cash Registers


8610

8615


SEK


G/L Account

2915

Cash Registers


8610

8615


USD


G/L Account

2915

Cash Registers


8610

8615


The other alternative is to attach a specific G/L account to a POS Payment Bin Code. And as we described above, to every POS Unit (Cash Register), we have a Default POS Payment Bin.
We can have a setup where for a POS Store ID = 2, we have 3 registers and each register has their own Account Code attached to it, if we want. Therefore, we will have 3 Default POS Payment Bin Code with 3 different Account Code.

2

EURO

1

G/L Account

2910

Cash Registers


8610

8610

2

EURO

2

G/L Account

2911

Cash Registers


8610

8610

2

EURO

3

G/L Account

2912

Cash Registers


8610

8610


POS Posting Setup

POS Store Code

POS Payment Method Code

POS Payment Bin Code

Account Type

Account No.

Difference Account Type

Difference Acc. No.

Difference Acc. No. (Neg)


EURO


G/L Account

2915

G/L Account

8610

8615


FG


G/L Account

2915

G/L Account

8610

8615


FT


G/L Account

2915

G/L Account

8610

8615


G


G/L Account

2915

G/L Account

8610

8615


GBP


G/L Account

2915

G/L Account

8610

8615


GE


G/L Account

2915

G/L Account

8610

8615


K


G/L Account

2915

G/L Account

8610

8615


MAESTRO DK


G/L Account

2915

G/L Account

8610

8615


MAESTRO UD


G/L Account

2915

G/L Account

8610

8615


MAN DAN


G/L Account

2915

G/L Account

8610

8615


MAST DEBET


G/L Account

2915

G/L Account

8610

8615


MOBILEPAY


G/L Account

2915

G/L Account

8610

8615


MPOS


G/L Account

2915

G/L Account

8610

8615


NOR


G/L Account

2915

G/L Account

8610

8615


OTHERS


G/L Account

2915

G/L Account

8610

8615


SEK


G/L Account

2915

G/L Account

8610

8615


T


G/L Account

2915

G/L Account

8610

8615


TG


G/L Account

2915

G/L Account

8610

8615


TMAN


G/L Account

2915

G/L Account

8610

8615


USD


G/L Account

2915

G/L Account

8610

8615


VISA ELECT


G/L Account

2915

G/L Account

8610

8615

2

EURO

2

G/L Account

2915

G/L Account

8610

8615

2

EURO

BANK

Bank Account

EURO

G/L Account

8610

8615

2

EURO

SAFE

G/L Account

2980

G/L Account

8610

8615

2

FG

AUTO-BIN

G/L Account

5330

G/L Account

8610

8615

2

FT

AUTO-BIN

G/L Account

5326

G/L Account

8610

8615

2

G

AUTO-BIN

G/L Account

5320

G/L Account

8610

8615

2

GBP

2

G/L Account

2915

G/L Account

8610

8615

2

GBP

BANK

Bank Account

GBP

G/L Account

8610

8615

2

GBP

SAFE

G/L Account

2980

G/L Account

8610

8615

2

GE

AUTO-BIN

G/L Account

5320

G/L Account

8610

8615

2

K

2

G/L Account

2915

G/L Account

8610

8615

2

K

BANK

Bank Account

DANSKE

G/L Account

8610

8615

2

K

SAFE

G/L Account

2980

G/L Account

8610

8615

2

MAESTRO DK

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

MAESTRO UD

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

MAN DAN

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

MAST DEBET

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

MOBILEPAY

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

MPOS

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

NOR

2

G/L Account

2915

G/L Account

8610

8615

2

NOR

BANK

Bank Account

NOR

G/L Account

8610

8615

2

NOR

SAFE

G/L Account

2980

G/L Account

8610

8615

2

OTHERS

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

SEK

2

G/L Account

2915

G/L Account

8610

8615

2

SEK

BANK

Bank Account

SEK

G/L Account

8610

8615

2

SEK

SAFE

G/L Account

2980

G/L Account

8610

8615

2

T

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

TG

AUTO-BIN

G/L Account

5325

G/L Account

8610

8615

2

TMAN

AUTO-BIN

G/L Account

2345

G/L Account

8610

8615

2

USD

2

G/L Account

2915

G/L Account

8610

8615

2

USD

BANK

Bank Account

USD

G/L Account

8610

8615

2

USD

SAFE

G/L Account

2980

G/L Account

8610

8615

2

VISA ELECT

AUTO-BIN

G/L Account

5325

G/L Account

8610

8615



If we look at the above setup, the POS Payment Method identify which "currency or type of payment" is being used in a Cash Register.
For example, if we have Euro currency, and the Euro is being held in a specific POS Payment Bin A/C (Cash register 2), we will debit the G/L account 2915 on receiving the currency into the Cash Register 2:

2

EURO

2

G/L Account

2915

Cash Registers


8610

8610


The POS Payment Bin for BANK will have a specific account. Hence if the define a EURO Bank, where we transfer EURO into it, then we will have a BANK POS Payment Bin called EURO. This BIN will be linked to our EURO BANK. (The Bank Account Posting Group will define which G/L account is attached to it). This Bank A/C will be debited when receiving the currency.

2

EURO

BANK

Bank Account

EURO

BANK A/C


8610

8610


The POS Payment Bin for SAFE can be a G/L account and not necessarily a BANK account as we do not have Bank Reconciliation to do in this case. It is a physical Safe and we track the transfers into our accounting on that G/L account. Hence, if the EURO is transfer into the SAFE, the A/C 2980 will be debited.
Transferring into SAFE

2

EURO

SAFE

G/L Account

2980

Safe A/C


8610

8610


The POS Payment Bin for AUTO-BIN can be a G/L account for that POS Payment Method. And hence we track the transfers into our accounting on that G/L account. Hence, if the MAESTRO DK is transfer by AUTO-BIN, the A/C 2345 will be debited. If we use a BANK account for the credit card MAESTRO DK, the we can configure it as a BANK instead
Transferring into proper account using AUTO-BIN

2

MAESTRO DK

AUTO-BIN

G/L Account

2345

G/L Account


8610

8615

So we need to define our POS Posting Setup for each POS Payment Method and where there are received.

Extract of Chart of Account



Bank Accounts


 

 

No.

Name


No.

Name

Bank Acc. Posting Group

G/L Account

2900

Liquid Assets


DANSKE

Danske Bank

DANSKE

2920

2910

Cash


EURO

Euro Bank

EUR

2955

2915

Cash Registers


GBP

GBP Bank

GBP

2960

2920

Bank, LCY


NOR

NOR Bank

NOR

2965

2930

Bank Currencies


SEK

SEK Bank

SEK

2970

2940

Giro Account


USD

USD Bank

USD

2975

2945

Manual Card






2955

EUR Bank A/C






2960

GBP Bank A/C






2965

NOR Bank A/C






2970

SEK Bank A/c






2975

USD Bank A/C






2980

Safe A/C






2990

Liquid Assets, Total







Now that we understand that we have an account code attached to each POS Payment Bin Code, we can do some accounting transactions. If we extrapolate the POS Posting Setups to the POS Payment Bins in a simplistic logic, we have the following:



Illustration of Expected Accounting Output as per the POS Posting Setups:


POS Menus Setup

POS Action BIN_TRANSFER


The next configuration that we should understand is what triggers which account is Debited & which account is credited when doing a transfer. This is in parameters of the POS Action BIN_TRANSFER.
We set the following actions for the Transfers:
Transfer out of Register - we set the parameters on the POS Action BIN_TRANSFER as follows:


Name Data TypeValue
SourceBin Text
SourceBinSelectionOption PosUnitDefaultBin
The PosUnitDefaultBin means that it will use the POS Payment Bin Code associated with the POS Unit. Hence, it will Credit the A/C Code of the Register and Debit the A/C of the BIN to which we are transferring the amount.


Transfer out of Safe - we set the parameters on the POS Action BIN_TRANSFER as follows:


Name Data TypeValue
SourceBin Text SAFE
SourceBinSelectionOption FixedParameter
The FixedParameter means that we are defining which POS Payment Bin is being used as the source for the transfer. In this case, it will use the A/C Code associated with the POS Payment Bin Code = SAFE. Hence, it will Credit the SAFE A/C and Debit the A/C of the BIN to which we are transferring the amount.
Transfer out of Bank - we set the parameters on the POS Action BIN_TRANSFER as follows:


Name Data TypeValue
SourceBin Text BANK
SourceBinSelectionOption FixedParameter
The FixedParameter means that we are defining which POS Payment Bin is being used as the source for the transfer. In this case, it will use the A/C Code associated with the POS Payment Bin Code = BANK. Hence, it will Credit the BANK and Debit the A/C of the BIN to which we are transferring the amount.

POS Action BALANCE_V3


Balance V3 - (X-Report) - we set the parameters on the POS Action BALANCE_V3 as follows:
Name Data TypeValue
Security Text None
Type Option X-Report (prel)
The Security parameter is not used anymore. As we have developed security based on the POS Menus itself and not the POS Button as it was previously.


Balance V3 - (Z-Report) - we set the parameters on the POS Action BALANCE_V3 as follows:
Name Data TypeValue
Security Text None
Type Option Z-Report
The Security parameter is not used anymore. As we have developed security based on the POS Menus itself and not the POS Button as it was previously.


Balance V3 - (Z-Report) - we set the parameters on the POS Action BALANCE_V3 as follows:
Name Data TypeValue
Security Text None
Type Option Close Workshift
The Security parameter is not used anymore. As we have developed security based on the POS Menus itself and not the POS Button as it was previously.
Note: The POS Action Balance V3 is explained in the End Of Day Process section below.

POS Action PRINT_RECEIPT

A new POS Action has been created and will be release in NPR 5.51. This button will display the sales ticket as well as the balancing ticket from the POS (Case 353191)

POS Action RUNPAGE for POS Entry List

We can also use the generic POS Action RUNPAGE to show pages from POS. The page number for "POS Entry List" is 6150652.