uite 401, CFM building, 23 Lang Ha, Hanoi, Vietnam X-POS v3.5 USER GUIDE 2015 SmartOSC and X-POS

Transcription

1 GUIDE USER uite 401, CFM building, 23 Lang Ha, Hanoi, Vietnam info@smartosc.com X-POS v SmartOSC and X-POS

2 Table of Contents About X-POS... 6 Main X-POS features... 6 Version 3.5 Changelog (August 2015)... 6 Version 3.4 Changelog (10 th April 2015)...7 Technical specifications... 8 Flow chart of X-POS functionality... 9 Browse Mode Access Browse mode X-POS Select Store Create order Add product by barcode scan Add product by search Product types Add Complex Products Custom Options...15 Edit order...15 Remove product Update quantity Custom price Discount full order Save order / Delay for later placing order Cancel order Choose different customer types Order list Refund Open Saved Order Checkout mode Adding discount/coupon codes Payment methods Selecting payment method Using magnetic card swiper function... 23

3 Gift card Store Credit Print Invoices Till handling Create part of Order Invoice and Shipping Confirmation message...27 Update Magento stock...27 Reprint Invoice...27 Cash Drawer functionality Make manual cash transaction Opening cash drawer functionality Reporting Quick report (X-report) Till report (Z-report) X-POS Reports Magento backend End of day report Full Order report...35 Offline Functionality Loading data Switch to Offline mode Setup the Magento Backend Payment Methods Default payment methods Online Credit card - Payment Gateways Credit Card Present Shipping methods User Permissions Manage Cashier Setup Categories to view in X-POS Use website / store view Create a new website for X-POS Set differing Payment and Shipping methods between X-POS and online store... 43

4 Differing view of Products between X-POS and online store Different prices between X-POS and online store Create customer group to discount a product or set tax class...47 Tax setup Guest Customer in X-POS configuration Tax Destination calculation Shipping setting address Customer tax Avoid dialogue boxes when printing Silent printing Chrome Firefox silent-printing Optimize speed of running X-POS...51 Browser type...51 Magento Configuration...51 Server and DB setup...51 Caching...51 APC caching...51 Memcache...51 Developer notes - Customization Invoice / Receipt template setup Translation files Quick disabling extension for testing...53 Navigation Touch screen Keyboard shortcuts System Configuration General Pane License key Default Store Last check update and Last change by Create Order Offline Network check interval... 56

5 Enable Multi Warehouses Enable Till Enabled Cashier Data Filter and Searching Cache of Product Product per request Cache of Customer Customer per request Only enabled Products Search Product Type Fields Used for Searching In Stock Products Only Visibility Lucky Search Number of products displayed Display additional attributes of product when mouse hovers Order Processing Allow Guest Checkout Default Customer ID Change Item Price Create Invoice / Shipment Default Default Payment / Shipping Method Use only Default Shipping Method Confirm on Checkout Print on Opening Cash Transfer Receipt Font Logo Image and Logo Literal Day Format Slogan and Footer Message Additional information to display in order sum-up Information Separator... 63

6 Alignment: Logo, Store Information, Shipping and Payment Methods Receipt Reports Denomination Custom Denomination Default transfer money X-POS layout Cron job update Product Data Schedule Store(s) used for load Start Time (Server Time) Frequency Max Execution Time X-Payment Setup Known issues / FAQ Cannot see products in X-POS Features not supported I get a blank page when I start the X-POS I cannot see my invoice No Shipping option available Error with bill_zip missing or not correct when using Guest checkout BL_CustomGrid conflict...70 Calculations does not display correct in X-POS GUI...70 When Warehouse is activated the layout is not displaying correct...70 Road map Further information...72

7 About X-POS The X-POS package is developed by SmartOSC for any business operating a Magento webshop and a physical store at the same time. Furthermore, the solutions is also useful for phone sales and sales representatives. The X-POS integrates with several external point-of-sale peripherals: Barcode scanner Credit card Swiper Receipt printer Cash Drawers Touch-screens Main X-POS features POS interface for quickly creating new orders Offline mode Swipe function for credit card Quick find - search part of name or product ID Search by scanning barcodes Edit item information on the fly Process orders with various payment methods Auto-update total inventory after customer purchase Have all stock info in one inventory system Easily operate sales and promotion Configure Till and Cashiers Create End of Day report Customizable layout Shortcut keys for faster operation with Keyboard attached Version 3.5 Changelog (August 2015) New Features Support fully Online Mode in order processing Support Split Payment Support Multiple Storeviews in Magento Schedule specific time for getting data with Cronjob. Improvements Receipt: New design, full customization capability Setting pages: user-friendly layout with more information

8 Additional attributes in Product Listing X-Payment Setting in Magento Configuration Remember settings for Configurable / Custom options products Support full keyboard usage for searching products Speed improvement in both loading process and downloading product data Improve UI/UX Bugs fixed X-POS does not apply multiple options of custom options product Add special price product to cart will show original price Checkout page: The message is not display properly Wrong price of configurable product or simple product have custom options Saved order: Wrong GT (base) and GT (purchase) Cannot refund order Print receipt: Incorrect total paid Order detail: Wrong total paid when creating invoice for order have discount Tax amount: Duplicate tax amount And much more... Version 3.4 Changelog (10 th April 2015) New Features Be able to translate into many languages Show tooltip to display product information when hovering a product in product grid Set Default payment method and set Default Shipping method Choose default customer for guest checkout Display SKU of product in cart Message Notification from SmartOSC Improve loading warehouse stock for X-POS Improvements Sort Payment Methods based on sort order Speed and stability optimization Discount: add discount to full order Amount Tendered: press Enter key to see Change Amount Update bottom status bar Solve installation issue with ipad App Connector Improve loading Customer Data Loading Product Data continuously Update product s quantity in local after creating order Solve conflict issues with some common extensions: Order Editor Support localizations for Germany, France, Netherlands, China

9 Improve UI/UX Bugs fixed Package installation issue Issue of submitting Pending Order Wrong tax displayed when adding complex products Report does not contain correct data Save order with some payment methods Editing Save Order issue Configurable product with special price Many minor bugs fixed... Technical specifications Browser compatibility: Firefox or Chrome (recommended, other browsers are just not guaranteed to work). Barcode scanning compatible with standard USB/KBW scanning devices Swiper support 2 and 3 track magnetic stripe credit card readers authorize.net / PayPal / Credit card (saved) Default receipt print sizes are supported: 80mm, 58mm, and 48mm. Besides print in A4. Cash drawer the X-POS does not interface directly with any cash drawers, but can be configured to control a cash drawer through a receipt printer.

10 Flow chart of X-POS functionality The X-POS support the following workflow below to create an order: Figure 1 X-POS Usage Flow

11 User guide for X-POS

12 Browse Mode Browse mode is the default screen which display when you enter the X-POS after providing user name and till (if enabled). The browse mode is set for creating orders fast and shift and to remove the any distraction from payment until the order is ready for checkout. Access Browse mode X-POS Log into the system admin with login and password Go to Sales >POS > Open X-POS Figure 2 Access X-POS User interface The X-POS interface will load. It will on the initial start load products into browser database. The load of products can be followed in footer of the X-POS GUI, where it is counting amount of loaded products. The loading time will depend on amount of products, but you can use the X-POS right away. Default the products will be loaded into the browser memory, but in case you do not wish for this to happen, it can be disabled. In that case all searches on products will take place directly into Magento DB.

13 Figure 3 X-POS User Interface Select Store From version 3.5, X-POS is able to work with multiple store at the same time. Once X-POS is opened, user will see Store Selection Pop-up to choose the store he wants X-POS runs on.

14 While using X-POS, user can easily switch to other store by clicking on X-POS log (or your store logo top left corner), then click on Store icon. Once a store is chosen, X-POS will use specific data which is set for this store such as product data (name, price,..), currency setup or customer data Create order An order is created by adding a product in the main POS screen. Adding a product can be done either by scanning a barcode or by typing in a search query using the search field. The X-POS can be configured to use the attributes you wish to search (see Configuration section). Add product by barcode scan Place cursor in Name/Product id field and read the barcode figured on the product package, the scan will display in the search field. The search will run automatically (standard configuration) and for products with matching and unique PRODUCT ID the item will be added as an order line with quantity equal to 1. Figure 4 Add Product to Order If the product ID is found existing in current order, the system will increase the quantity by 1 and the Total will be automatically recalculated. The search field will be cleared after product entry (it clears the search field upon receiving a linebreak character), ready for the next scan/search. Scanning a wrong barcode will display that no search results for barcode was available. Figure 5 Search Field

15 The field used for barcodes need to only contain unique values for being able to add products on barcode scan. Add product by search By entering the product s name or PRODUCT ID in the search box, you will be able to find the product that matches completely with your search keyword. If there is only one item that matches search query, it will be added to the current order instantly. Figure 6 Auto search auto add The system will list results for keyword search. Figure 7 Auto search - suggestion list Clicking on the product on the suggestion list will add this product to the current order with default quantity 1. Quantity can be added by scanning/searching for product again, or by editing quantity directly in order view see below. Product types Add Complex Products X-POS supports the following complex products: Configurable Grouped

16 Bundled Adding the above complex products works both in on- and offline mode. Figure 8 Popup for Configurable Product When a complex product is selected to add, the product will display a selection popup. Here you can configure what type of the complex product you wish to add. The complex product price will be calculated right away. In case you wish to make a change to a complex product, you will have to remove and add the complex product to access configuration popup. And it is currently a limitation that if you wish to modify quantity of the same complex product, you will need to modify it manually. Custom Options The X-POS is also supporting using the Custom Options tab for a product. It will be similar to a complex product display a popup box when you add a product with custom options included. The SKU field from a Custom Option product is not similar to a default SKU from Magento, and it will not be used in search or barcode scanning. Edit order In the X-POS interface, you can edit order information.

17 Remove product When hovering or selecting an item in the order list, a small cross appear in the left side. Click on the small cross in the item info pane if you want to remove product from the current order. Figure 9 Delete item line from Order The product will be deleted from the current order with all the quantities. Update quantity The product quantity can be updated in two ways: 1. By adding more products through barcode scan or search (i.e. see section 2. Create product) 2. By clicking on product in Product listing view 3. By changing the number in the quantity field of each item row Figure 10 Update Quantity If quantity value changed, the system will automatically recalculate subtotal for product with new quantity value. To update order total completely you will have to go to checkout page some promotions / taxes will not be applied until selecting payment and shipping options. Custom price You can discount each product directly in order view, if the function Change Item Price is enabled in backend. 1. Click into price field for the product which you wish to discount. 2. Enter amount that you wish to be the new price (e.g ).

18 Discount full order The full order can be applied a discount directly from the order view window. 1. Click into the discount field 2. Enter the amount you wish to discount The discount will be applied as a voucher code to take advantage of Magento s existing promotions setup, and give correct calculations in the full order flow. Due to order discount using the voucher function, it is not possible to add another voucher to an order that is already discounted. Save order / Delay for later placing order You can save the order for later handling when you have added items to your basket. Follow these steps to save an order: 1. Add items to your basket 2. Click the Save Order button in the top of X-POS interface. A popup will appear. 3. Choose OK, the order will be saved as a pending order. Figure 11 Order saved

19 After saving an order, the X-POS UI will be ready for the next order creation. The saved order is now viewable in the Order List. To access saved order, either click the Save icon when no order is in progress, and see a list of all pending orders created from the X-POS interface, or go to the Order list from left sidebar menu to select a pending order. Note that saved orders are created by using Magento s function for storing an order with status Pending. This gives the advantage that the orders also can be found in backend of Magento for later processing, but it also necessitates that a payment method has been chosen before you can save an order. Default Cash payment will be added to the order. Cancel order Click on the Cancel Order button if you want to delete an open order. Figure 12 Cancel Order A confirmation message will be displayed. The order is removed from order list and will be cancelled in backend Magento and the X-POS UI will be ready for a new order.

20 Choose different customer types While at checkout, you can select if the order should check-out with a guest account (default), an existing account or you can create a new account. Customer accounts can for example be used for marketing campaign, and it makes it possible to use the build-in promotion system for customer groups in Magento. Besides default Guest Checkout there are 2 options to checkout with: Existing Customer or Create New Customer. Figure 13 Adding User Checkout as Guest is selected by default to save operation time. In case of checkout as guest, the customer information will not be saved. No action is needed for Guest checkout. The guest checkout uses the information entered in configuration for Guest account. If checkout as Existing user, you can link current order to other orders from online shops or multiple Point of sales and enrich the customer history. The existing customer can be searched through customer ID (figured on a customer card) or /telephone number. If checkout as a New user, user will get an to activate his new account created based on and phone number. You can furthermore set which customer group the new customer should be added to. Note that when creating an order, Magento need a customer attached to the order to perform a checkout. Therefore you will need to fill out the Guest Account information in configuration before using the X-POS.

21 Order list On click on Order List button, Order List screen will list 20 recent orders with a slider on right side. The list display saved and already placed orders from both online store and X-POS. Figure 14 Order List The following actions can be taken: Search Order / Customer / Status Quick Action o Cancel o Invoice o Ship an Order o Reload order Open Order o Reload o Credit Memo / Refund Refund To process a refund in the X-POS, follow these steps: 1. Open the Order list 2. Input Order ID / or search Completed orders 3. Open order (click order ID) 4. Click Credit Memo 5. Check amounts and Qty to refund 6. Submit Credit Memo

22 Figure 15 Create Refund through X-POS interface When the refund is created a Receipt will be printed displaying total of refund. Open Saved Order A saved order will go into the order list with status Pending. If you need to find the order, open the order list, search for Pending orders, and Reload the saved order. The order will now open up in X-POS GUI.

23 Checkout mode When you are finished adding items to an order, you can click the top-right corner total button, and the layout will switch into Checkout mode. The Order list will be visible but grayed out, and the sales person can concentrate on the sales aspects. If the sales person need to change the order items, they can switch back with the Total button or by clicking on the grayed out order list. Adding discount/coupon codes After adding items to order and having clicked on Total you can apply a coupon/discount code in the Discount tab. The discount will be recalculated instantly after clicking on Apply button. Configuration of and creation of coupon codes / vouchers is done through the default Magento functionality of Promotion functionality. Figure 16 Add Voucher Currently the X-POS only supports to have one voucher/discount for the order at a time. Tip: Create common used discounts as a voucher, and store it as barcodes, and then use barcode scanner for quickly adding discount. Payment methods Selecting payment method Available payment methods (setup in configuration) are displayed in selection list when you enter Checkout Mode. From version 3.5, user can also select multiple payment methods for one order (split payment).

24 Note that available payment method used for split payment will be set in System > Configurations > X- Payment > Split Payment If the customer pays by cash/check just put the amount in Cash in box, the Balance will be calculated automatically to give you the value of change (if any). Figure 17 Inputting Amount Order will be completed as normal Magento order. The product stock will be updated in Magento system similar to an online order. Using magnetic card swiper function For payment options Authorize.net, PayPal and Credit card (saved), there is swiper functionality installed. Connect your PC a standard magnetic card reader, and you can now easily process credit cards. The swiper function is listening when you select one of the above payment methods in case you have to retry, you can click on the text Click here to swipe to tell the system to listen for new data. The swiper functionality reads the 1 st and 2 nd line of the magnetic stripe on the credit card, and distributes them to the correct fields for the selected payment.

25 Gift card If you are using Enterprise it is possible to use default Magento Giftcards on an order placed through the X- POS. 1. Create order 2. Go to Checkout 3. Select Discount tab 4. Input Gift card code in the field for gift card. Several gift cards can be used at the same order. 5. Place order Figure 18 Gift card Store Credit For Enterprise users is also possible for customers to pay with Store Credit. It will display in checkout as a option that can be selected. The feature follows default Magento Enterprise flow. Print Invoices The system will open a new browser window for printing a receipt. The browser will ask for your confirmation before printing the invoice.

26 Figure 19 Print menu The invoice form is a simple layout, which in its header displays the name of customer, time and date, and the payment method. The body of the order lines are based on the standard Magento setup for invoice. Till handling Tills can be administered in Magento configuration. Here you can edit existing tills and create new ones. Go to Sales > POS > Manage Tills The till is meant as the physical unit of a POS with a cash drawer and PC. When tills are activated in X-POS configuration the client can select the till to log into the till will be remembered in a cookie, and if you need to change the till for the computer you entered it in, you will have to flush the browser cache. The till will appear in the POS report and each till has its own Cash Drawer money transfer report to keep of cash flow.

27 Figure 20 Manage till in Magento Admin Create part of Order Invoice and Shipping Default the X-POS is configured to take all three steps of creating an order: 1. Create Order order status: Pending 2. Create Invoice order status: Processing 3. Create Shipment order status: Complete But you can make it possible for the POS user to decide in the checkout if an order should for example only be created and invoiced. If you enable this feature, the order menu will be populated with the options. Figure19 Part Shipping / Invoice

28 If doing telephone sales, it is possible to set Invoice and Shipping not to be done on checkout and the payment will not be taken until updated later in Magento backend. Confirmation message When you have checked out an order successfully a confirmation message with Order ID will display in POS interface. The message will disappear automatically after 3 seconds, but can also be manually removed right away by clicking the black cross in left hand side. Figure 21 Info message Update Magento stock In the backend, after completing checkout of order and issuing the invoice, the order will be considered as completed. The stock of ordered products will be deducted similar to normal Magento order flow. Note that compared to a normal flow for an online Magento order, then the X-POS takes care of creating order, checking payment, and sending invoice in one step (depending on configuration). Reprint Invoice You can through the order list also reprint an invoice for an order. 1. Go to Order list 2. Find order 3. Select Print Invoice

29 Cash Drawer functionality From version 3.5, you can access the Cash Drawer report and tool by clicking on your store logo (X-POS logo by default ) > select Cash Drawer icon from Side menu or click on Grand Total button > click on Cash Drawer. It gives access to an overview of all cash transactions and is intended to be used for keeping track of the amount of cash you are storing in your cash drawer. All transactions that are paid by cash and all manual cash changes done by sales clerk will be stored in the report. The report is by default sorted with the latest reports first. It is possible to filter and sort the list for user, amount, and date/time. Figure 22 Cash Drawer - Transfer money function Note that currently the reports does not contain amounts returned in Refunds. Make manual cash transaction 1. Click on the icon Cash Transfer to see list of transfers and current balance 2. Input amount and select if transaction is taking money IN or OUT of cash drawer 3. Add note for transaction if needed 4. Select [Transfer] >>Transfer line will be added to list (Error will be displayed if OUT amount is higher than Current balance) The Current Balance count is intended to be used for setting the beginning balance, and for making the end-of-day balancing of the cash drawer by the POS user. The list displays the latest 20 cash transactions and can be filtered for each column.

30 Opening cash drawer functionality The button for money transfer can be configured in settings to open a cash drawer through a receipt printer (standard receipt printer and cash drawer setup). The feature is working by printing a receipt line. Since the function works by printing a receipt line it is advised to adjust your browser to automatically skip the print dialogue box. This can for example in Firefox be done by using Silent printing (see Configuring Your POS system). Note that this functionality will not work if your cash drawer is directly connected to the computer, and also note that most receipt printers/cash drawer combinations will support this. Please check with your equipment supplier if this is supported.

31 Reporting The X-POS gives access to different types of reports for the user the reports can be accessed through the left menu. While in POS there is the previously mentioned Money Transfer Report, that displays all cash transactions, this report is available only through the X-POS UI, and is accessed when selecting the Cash Drawer button. Furthermore, the sales person can access a Quick report which gives an immediate status of daily sales (also called an X report), and there is an Till report which sums the different payment methods and also reset the amount for the day (also called a Z or an End-of-day report). Finally, it is possible to get an overview of all orders created in the X-POS through the Order report in the Magento backend, which can be filtered to view by dates, payment methods or cashiers, up to your demand. Figure 23 Report list menu Quick report (X-report) The quick report is meant to give the sales person an easy way to see what he/she has sold in the ongoing sales session. Creating the report does not modify or alter any information, but it lets you print a quick view of sales status for each payment method.

32 Figure 24 Quick Report - display view of amounts per payment method Till report (Z-report) The till or end of day report is intended to support in counting the register/till at the end of the day. The till gives access to the following actions: Perform End-of-Day counting of any received transaction Count cash per denominations Print report Close till which will reset amounts for both X and Z report.

33 Figure 25 End of Day or Close Till report displaying sales per payment method The popup window for Close Till display sales per payment methods. It will list: Cash (X-POS Cash) Checks (Check and Money Order) Credit Card (X-POS CC, Credit Card (Saved)) Other payments (Any other enabled payment methods) The user can click into the field for each payment method in Manual column to enter amounts when making the end-of-day count. For payment methods Cash, you can click into Count button and make a count per denomination (you can set the denomination to use in configuration).

34 Figure 26 Count coins and notes quickly through the Count Cash screen following your list of denominations. Finally, you can set how much change will be left in cash drawer (if using a default amount, you can set it in configuration), and you can select to Close Till. When closing the till the report is printed, and the main amounts from the report will be saved, and is now accessible through full report in Magento backend, or as a quick overview in X-POS UI report list.

35 Figure 27 Overview of all closed reports in X-POS UI. X-POS Reports Magento backend Through Magento backend two POS specific reports are available through the Reports menu. The reports are default only created with X-POS orders, and can display grouped by relevant settings. The reports are accessed from the top menu in Magento backend: Figure 28 Go to POS report End of day report The end of day report display the data from all previously created till or end-of-day reports made in X-POS interface. You can view or export the data.

36 Full Order report The full order reports makes it possible to take out exactly the information you need for your store. The information can exported for further analysis, or different groupings can be made directly in the report interface: 1. Set Period (intervals for how the report will be displayed) 2. Set From and To (the stretch of time the report will be taken from) 3. Select Order Status 4. Set if only for specific Till 5. Set Type of report a. Order no groupings, the orders are displayed one by one b. Payment method the report will display per payment method c. Till the report will display per cash drawer or till d. Cashier the report will group per sales person Figure 29 Full order report created per payment method Note, that it is possible to go directly from X-POS to view the reports via the sidebar menu in X-POS UI.

37 Offline Functionality Loading data From version 3.5, if Cache of Product setting is enabled, the first time you start the POS a backup is made of customers and all products from your Magento store. The backup is stored locally on your PC in a Web storage. Renewing this backup is based on a Cron Job which can be set in X-POS Settings page. A small notification on loaded products is displayed in footer. The icon for online/offline will change depending on your connectivity, and the number of products will display how many products are loaded, how many in all, and how many products are stored from earlier load. The information stored is name, price, and selected attributes. Figure 30 Viewing Update of products in Footer Switch to Offline mode Note, this function will run well in case General > Offline Mode > Create Order Offline and Data Filter and Searching > Cache of Product settings are both enabled in X-POS Setting page and all products are saved to your local computer. If Cache of Product is not enabled, you can only create offline order for product data which are saved before in searching online A continuous check is running to see if your POS station has a connection to the internet. In case you lose your connection, the POS system switches to offline mode. The POS will now use the data it has stored locally to make the transactions. This feature makes you able to still handle your sales even without internet. Instead of using the online database from Magento the X-POS switches to using a local stored database of all products, prices, customer data and payment methods. When in offline mode, the little Link icon will change to a broken link. Figure 31 Offline mode The loaded data does not copy promotion price rules (shopping cart and catalog discounts) therefore these discounts are disabled in offline mode. The usage of Saved Orders are also disabled in Offline mode, and previously saved orders will not be accessible until your system goes back Online. While in offline mode the X-POS stores all the orders that have been made, and when connectivity has been regained the orders will appear in Advanced menu as Pending orders, that by clicking on the text can be sent. Any errors or mismatches will be notified for further handling.

38 Setup the Magento Backend Payment Methods In version 3.5, besides supported Payment Methods from default Magento, we have provided 5 Payment Methods (and 1 Shipping Method) which are only used for X-POS, all of them will be installed from X- Payment Module. As well as setting up Payment Methods of Magento, these Payment Methods provided by X-POS can also be enabled/disabled and set with other display name in Admin Dashboard > System > Configuration > SmartOSC > X-Payment Module Note that if you configure your Magento installation to run with different Websites, then it is possible to set payment methods appear differently in online store and in X-POS user interface (see below chapter on Use website / store view). Default payment methods Once opening X-POS, it will display default Payment Method which is set in settings. Both payment methods does not require any interaction, and are therefore so-called dummy payment methods. Order created with cash payment method will be tracked in the Cash Drawer Money Transfer list, and both types of payment will be noted in the POS report. The credit card method is intended for use with external CC terminals.

39 Online Credit card - Payment Gateways In terms of Payment Gateways the X-POS is integrated with the most popular ones in Magento backend, and out-of-the-box it supports the following payment methods with Swipe fill-in: Authorize.net PayPal Pro Flow Cybersource Other payment methods might work, but it is not guaranteed, and the swiper option will most likely not work without customization for other payment methods. Credit Card Present The X-POS supports the Credit Card present payment gateway for Authorize.net. This method necessitates that you have a CP payment gateway account at Authorize.net. The CP payment method is enabled in configuration of the Authorize.net Payment Method. Shipping methods Similar to Payment Method, the default Shipping Method in X-POS can be set in X-POS Setting page > Order Processing > Default Shipping Method. It is necessary to have a shipping method to create a Magento order. In case you create orders with a fixed cost, a shipping fee can be set for the shipping method in the configuration for Shipping methods > X-POS Pickup. User Permissions The X-POS uses the User and Roles system from default Magento. The X-POS is accessed by logging into the backend, and an X-POS user will therefore always also be a Magento backend user. This gives benefits in terms of letting the sales person access reports, customers, and normal Magento order handling.

40 The permissions can be set to precisely fit with the workflow you have, and the sales person can of course also be limited to only do Point-of-sales. The minimum permissions are access to SmartOSC X-POS and the actions for handling Orders. Following are the steps to set this: 1. Go to System > Permissions > Roles 2. Select existing role or create new 3. Edit Role Resources under Sales to only contain SmartOSC X-POS and Orders (see screen shot) 4. Save Role 5. Go to System Permissions > Users 6. Select or create users, and set their User Role to the role you have created / modified 7. Save User Figure 32 Set Permissions for Users

41 Manage Cashier The cashier (or checkout operator) is intended as the person who handles the point-of-sale function. The cashier is in X-POS created on top of a Magento User profile, this means that a Magento user can have multiple Cashiers assigned, but one cashier can only be assigned to one type of User. The cashier are created in Magento Backend, and if activated in configuration, the X-POS will prompt for username before login to X-POS. 1. Go to Sales > POS > Manage Cashiers to view cashier list 2. Select or create new cashier and fill out username, password etc and create new cashier. The cashier needs to be set as Active before he will appear in login menu. Furthermore, the cashier can be set as an Admin (use the tickbox); the admin will have permissions to give discounts, change item price, and do refunds. 3. Before redirect to X-POS screen, you have to login by cashier account Or skip this step if Enabled cashier is set to No in X-POS configuration

42 Note that you need to create all the cashiers you need for a shop/outlet under the same Magento User to be able to login with them during the same X-POS session. In case you have cashiers from different Magento Users, you will need to logout of Magento backend again before you can login with the new Cashier. Setup Categories to view in X-POS For the default browse mode when entering the X-POS GUI, you can set which categories should be possible view and see products from through the product browse window. You enable categories to display in X-POS in the following way: 1. Go to Catalog > Manage categories 2. Choose one category

43 3. Choose the tab XPOS 4. Set Enable the X-POS to value Yes, additional you can set a display name and if the category should be default showing when you enter the X-POS GUI 5. Save Category The category will now display in X-POS GUI. Figure 33 Setup Category for X-POS display Use website / store view Running the X-POS on top of your existing website gives several benefits in terms of inventory handling. But there might also be cases where you would like your online store and the POS solution to be different. It would for example be in terms of shipping and payment methods, or in products displayed, or to have a simple way to differ between orders made in X-POS and orders made in webshop. For this purpose you can use the build-in Magento functionality of creating a new Website with its own Store View. Note that from version 3.5, X-POS can run in multiple websites (and its storeviews) so you can setup multiple websites/storeviews for X-POS only. Create a new website for X-POS 1. Go to Admin > System > Manage Stores

44 2. Create new Website Figure 34 Create Website 3. Create a Store and Store View for new Website Change the default website which is used for X-POS interface in configuration page: 1. Go to System > Configuration 2. Select 'X-POS' under SmartOSC 3. Under General set Default Store' select the store view previously created under the new website. 4. Save Config Note that this is just default storeview for X-POS in setting, user would see a Selection Store pop-up to change to another one when opening the X-POS interface. Set differing Payment and Shipping methods between X-POS and online store The storeview under this Website, can now be configured to have payment and shipping options that differ from your online website. This is done following standard Magento setup in the configuration page. For example for disabling specific Payment method in a website: 1. Go to Admin > System > Configuration In top left corner select 'Current Configuration Scope' select the website you want to change (in our example XPOS) Figure 35 Select Website 3. Select in left-side menu Sales > Payment Methods for Payment Methods in default Magento and SmartOSC > X-Payment for Payment Methods provided by X-POS.

45 4. Select any payment method, and under Enabled un-tick the 'Use Default' option. Change value to 'No 5. Save Config The Payment option will now not display in X-POS interface.

46 Figure 36 Set Website used in X-POS Differing view of Products between X-POS and online store It is also possible to add / remove products or product groups to they only display in a specific storeview. Please follow your Magento Userguide for further customization to website / storeview. Different prices between X-POS and online store When you are running the X-POS with different websites than your online store, it is also possible to set different prices for the items. The steps for doing this are as follows: Make sure the scope is changed from Global to Website in configuration 1. Admin > System > Configuration > Catalog 2. Select Price pane (NB: Configuration scope needs to be Default Config)

47 3. Set Catalog Price Scope to 'Website' 4. Save Now each Website can have different Catalog prices. Figure 37 Select X-POS website for Products Change price on specific product: 1. Go to Catalog > Manage Products 2. Choose Store view - set the website you want to change price for Figure 387 Select X-POS website for Products 3. Select product (NB: You will need to make sure that your product is already existing in the website)

48 4. Go to Prices 5. Un-tick box [Website] Use default value 6. Change value for field Price and select Save Figure 28 Select X-POS website for Products Price will now display different in selected website Create customer group to discount a product or set tax class 1. Go to Customers >> Customer Groups to Add new customer group 2. Click on [Add new Customer Group] button at the top right page Figure 399 Select X-POS website for Products 3. Go to Catalog >> Manage Products 4. Choose product to set discount for customer type 5. Choose Prices tab at the left menu after that click on [Add Group Price] button Figure 30 Select X-POS website for Products 6. Set group price

49 Figure 31 Select X-POS website for Products Tax setup The tax for an order is calculated based on customer billing or shipping address. Since the X-POS does not always have a specific address (compared to Magento frontend checkout), then it is necessary to configure Magento to have default shipping and tax addresses. There are three places to configure, each covering different parts of the tax calculation: Guest Customer in X-POS configuration The address of Guest Customer is used for invoice, for maintaining the correct tax when searching products. The Guest Customer can be set via Default Customer ID if Allow Guest Checkout is Yes by: Go to X-POS configuration under Order Processing tab > Default Customer in X-POS After setup Guest Customer products. The Guest Customer can be set via Default Customer ID if Allow Guest Checkout is Yes by: Tax Destination calculation In case Allow Guest Checkout is No, the Tax - Default Tax Destination Calculation sets the location that will be used to determine the default tax rate for calculating tax. It is configured here: System > Configuration > Sales > Tax Note that this should be activated for having a tax value to display as soon as you add product. If no value are given here, the region from Guest user will be used when accessing Checkout. It will be necessary to reload info into POS after changing this setting.

50 Shipping setting address It can be fixed by adding country, state and zip code to configuration: System > SALES > Shipping Settings Customer tax The tax can be set differently for different tax groups following default Magento. The X-POS will follow the rules from Magento backend. The tax setup is very flexible in Magento, and we refer to Magento online documentation for configuration hereof. Note if you change to a customer which belongs to another tax rule, the tax will not update until you click the Total (switch Mode) button. Avoid dialogue boxes when printing Silent printing Chrome In Chrome you can setup an instance of chrome running with kiosk-printing that suppresses dialog boxes. Create a short cut to your Magento backend, and go in and modify the shortcut for destination with additional parameters --kiosk and --kiosk-printing :

51 Figure 32 Select X-POS website for Products Destination is set to: \Path-to-Apps\Google\Chrome\Application\chrome.exe --kiosk --kiosk-printing The kiosk mode sets the short-cut to open Chrome in a fullscreen mode where the user cannot access any menus (but Chrome can still be closed by ESC of ALT+F4, or switch to other program by SHIFT + TAB). And the kiosk-printing suppresses all print dialogs and forces print to default printer. Firefox silent-printing To enable silent printing in Firefox, the following method is the fastest way to configure it: 1. In the address bar type about:config 2. Right-click anywhere and select a "New > Boolean" 3. Write as parameter: print.always_print_silent 4. Set value to True by clicking enter when value is selected This will make Firefox print to default printer without any dialog boxes to click. For disabling again, go back and set the parameter to False.

52 Optimize speed of running X-POS The speed of the X-POS can be improved in several ways. The X-POS is for several functions (stock count, checkout, promotions) running on top of the Magento site, and is therefore relying on a fast web installation, especially in regard to database calls. Browser type Furthermore, the X-POS has several JavaScript functions, which makes it important to run it in a browser that handles JS well Chrome is so far the recommended browser, but the latest version of Firefox performs almost with the same speed. Magento Configuration We suggest to create a Website / Storeview with only the products you need in the POS interface (see Different Product catalog in X-POS) this will prevent the X-POS from having to filter all products in the full product catalogue. Server and DB setup Select a hosting provider that are configured for running Magento sites. We suggest you check the reviews and get feedback from other Magento owners on the best hosting services for your business location. We advice against running it on a shared hosting, and you also abstain from simultaneously running other web intensive applications on the server, and also the terminal that handles the X-POS. In regard to Database setup the X-POS is tested with MySQL and MariaDB, without any noticeable difference in speed on default configuration. Caching APC caching Several customer have reported speed increases with APC (Alternative PHP cache), which can be set to affect the backend performance. Memcache We recommend Memcache above default Magento cache due to speed gains in backend checkout.

53 Developer notes - Customization The X-POS is, besides a few encrypted files to handle license, fully open source and you can without breaking any copyrights make the modifications you wish to the extension. We here list a few places that can be handy to know for quick customizations: Invoice / Receipt template setup Changes to the invoice/receipt is only possible directly in the code. There are two places to edit one for online receipts and one place for receipts created in offline mode: Online mode: Content: app\design\adminhtml\default\default\template\sm\xpos\receipt\invoice.phtml CSS files: \skin\adminhtml\default\default\sm\xpos o receipt (is the 40 mm reciept) o 58mm o 80mm o print - is the A4 receipt Offline mode: Note, in offline mode, there is only one file for creating the receipt: js\sm\xpos\xposreceipt.js Translation files The X-POS is using default Magento translation files. There are several files involved, since the extension touches upon many functions from Magento. The main files are the following: Location in \app\locale\chosen_language\ Mage_Sales.csv Mage_Checkout.csv Mage_Adminhtml.csv Some string that does not appear in these files, might have to be added manually, and a few strings are also POS specific, and will not be picked up from these files. For example, a few buttons are named directly in code: \app\design\adminhtml\default\default\template\sm\xpos\sales\order\create\data.phtml

54 Quick disabling extension for testing If you need to disable the extension completely, the quickest way is the following: 1. Open file: \app\etc\modules\sm_xpos.xml 2. Set active to value "False"

55 Navigation Touch screen Default all buttons and links are created in sizes that makes them useful for touch screen, but still appear reasonable when using mouse or other selection device. In configuration you can set a specific color for selectable text. The color will be applied to all the text areas that functions as buttons or have some kind of interaction. Keyboard shortcuts Keyboard shortcuts has been enabled by default in Settings. The shortcuts are accessible when the user is not standing in the Search field. The shortcuts are consisting of just one character each for quick interaction: Switch between browse and checkout mode Open Cash Drawer Cancel Order Open Order list Logout / Change user Select Payment block Select Shipping block Select Discount block Checkout If standing in the search field, you can leave the search field by pressing tab once, and you will then be able to use keyboard shortcuts.

56 System Configuration The configuration page of X-POS extension can be accessed through the normal configuration of Magento System > Configuration, and by selecting menu point X-POS under Sales pane in left menu. The page can also be accessed by going to Sales > POS > Settings. From version 3.5, it has been re-designed to have more friendly and convenient User Interface. General Pane The general pane has all the settings that are considered the main functionalities of the X-POS. License key Input the license key you have been given when purchasing the X-POS extension. Note that the license is locked to the domain and IP you initially use it on for the first time. In case you need to change domain name or have any troubles using the key, the license key can be reissued by contacting Default Store Select the default store view for the orders in X-POS. If you wish the X-POS to pick up only a selection of products, these products should be assigned to a specific store. Using a different store for X-POS also makes it possible to differ between orders made in frontend, and orders made as POS sales.

57 From version 3.5, X-POS now can work with multiple Storeviews at the same time, once user open X-POS UI, there will be an Store Selection Pop-up displayed to ask user choosing store. Last check update and Last change by These fields will display the information of last save in X-POS Setting Page. Create Order Offline If Create Order Offline is enabled then the X-POS will check network connection, continuously update browser database, and shift to saving order info in case system is offline. The feature can affect performance in case of large product catalog. Default value: Enabled Network check interval How often the system checks for internet connectivity. Enable Multi Warehouses If you have acquired the X-Multi-Warehouse extension you will be able to run each POS with multiple location functionality. This allows you to run with one Magento installation simultaneously from many locations. When activated, you can switch between warehouses in the X-POS interface, or set the permissions for users to only be able to access the inventory from specific warehouse(s). For further information read about our X-Multi-Warehouse Extension. Enable Till Activate Till function. If activated you can create tills in Magento Admin, and the tills will be used for separating Cash Report to each till, and displaying names in POS report. Enabled Cashier Cashier is the user entity in X-POS. They are based on User permissions of Magento users. If enabled, the possibility of activating Automatic logout becomes accessible. Data Filter and Searching The configurations grouped under Data Filter and Searching are all related to how products and customers are saved to local computer as well as filtered for search, and what information / attributes can be searched for the products.

58 Cache of Product "Cache of product" - once enabled - allows user to search from the data stored in browser. Please note that search may go faster, but X-POS performance when loading product catalog into browser may be affected. If Cache of Product is disabled, no product data will be downloaded to X-POS, then it will work fully online which means product will be searched directly from Magento database. No data downloaded is required which also helps X-POS work with large amount of product. Note that it s required to enable this setting if user wants to create order offline. Default value: Enabled Product per request This setting will be available if Cache of Product is enabled, select here how many products are updated per request. This can be changed in case the system timeouts while updating products, in such a case you should try to change this value to a lower number of products. Default value: 50 Cache of Customer Similar to Cache of Product, Cache of Customer is enabled to make customer data stored in browser and used by X-POS to make searching. Searches of customer will also go faster since X- POS will use local customer data to add to order. And if this setting is disabled, no data of customer is downloaded to your local computer, X-POS will search customer online and network connection is required. Default value: Enabled

59 Customer per request If Cache of Customer is enabled, this setting will be available. It s used to set how many customers are imported per request when opening X-POS. This will normally not be necessary to change. Default value: 50 Only enabled Products If this setting is set to Yes, X-POS will only search (and download if Cache of Product is enabled) products which have status as Enable in your Magento and vice versa Search Product Type Select the product types that will be included in products displayed in X-POS. If you for example only wish to search in Simple products, only select Simple products.. Default value: All selected Fields Used for Searching Select the attribute fields that will be included in your search. There is no limit to the number of fields you can include, but the fewer fields that you select, the faster the search will go. Default value: Attributes: ID, Barcode and Name

60 In Stock Products Only Set whether filter allows out of stock products. Default value: No Visibility Set whether filter should look at the value for Visibility set for the products. Default value: All Selected Lucky Search When you type into the search field, the search can automatically add an item if there is only one item that match the search term entered. This function can be disabled if this disturbs normal procedures. Default value: Enabled Number of products displayed This is the maximum number of products can be shown in searching or browsing. Display additional attributes of product when mouse hovers Selected attributes in this setting will be shown when user hovers mouse over product in right pane of X-POS.

61 Order Processing This tab contains all settings which are related to processing order in X-POS.

62 Allow Guest Checkout Set to Yes to allow creating order for non-register customer (in your Magento) Default value: No Default Customer ID If Allow Guest Checkout is Yes, this setting will be available for choosing a Customer ID from your database to use as Guest Customer Change Item Price When activating Change Item Price the price for each item added to basket becomes changeable. In X-POS screen, you can click into price field and edit price. Default value: Enabled

63 Create Invoice / Shipment Default Select whether Invoice / Shipments are created as default for X-POS orders. Default Payment / Shipping Method The chosen Payment and Shipping Method in these settings will be pre-selected when user processes to Checkout page in X-POS screen. Use only Default Shipping Method If you only use one Shipping Method in X-POS, you can go to System > Configuration > Shipping Methods, disable the unnecessary others and set Use only Default Shipping Method to Yes. This action will help to speed up X-POS much. Confirm on Checkout Option to have a message prompt appear to after checkout buttons is selected: The prompt will let the sales person choose if they wish to print receipt, send receipt, and if activated, if invoice and shipping should be done in Magento.. Print on Opening Cash Transfer The Money Transfer button can be configured to send a print command line to attached receipt printer for opening Cash Drawer. This functionality is not supported by all receipt printers or cash drawers, so make sure to check if this is the case before acquiring peripheral devices Receipt The receipt section is for configuration of both print and receipt. The receipt makes use of templates provided by Magento, which makes them customizable.

64 Font From version 3.5, we provide two types of font in receipt: monospace and sans-serif. Based on the purpose of your receipt, you can choose the corresponding font Logo Image and Logo Literal Here you can import your logo into receipt of customer s order. If there is no logo image, Logo Literal will be used for alternative. Day Format This setting allows user to set which format of date, time will be used in receipt. Slogan and Footer Message Slogan message will be inserted on the top of the receipt while footer message will be used at bottom. Additional information to display in order sum-up Here user can select more information to display on receipt. Information Separator Indicate the type of separator (none, line, dashed) to separate information zones in receipt. Alignment: Logo, Store Information, Shipping and Payment Methods Allow user to setup position of these information on receipt. There are three positions provided: left, center, right. Receipt The block of settings in this section allows user configure how X-POS sends order to customer. Once it s enabled, there will be several settings related to order appears as in screen shot below.

65 Under templates you can configure if it should also be possible to send receipt as , and set which templates are send and used for confirmation to customer and others. The settings Default Enable Receipt, set if the should default try to send an when making a checkout. Note, that this should can give issues in case you do not have any address for the customers.

66 Reports The report section gives you access to change permissions of who can view and create different types of reports, and also configure denominations for the Till or Z-report. Denomination You can here select a preset denomination for the cash count function for a few popular currencies. In case you currency is not supported, or you wish to display with fewer or more counting options, you can select Custom, and create a custom denomination. Default value: USD (United States Dollars) Custom Denomination The custom denomination is set up with a comma separated list for each currency of the structure: Name: Unit, Name: Unit, Name: Unit, etc. Default transfer money When you create an End of day report (Z-report) the

67 X-POS layout The X-POS layout have some quick settings for changing the color scheme and logo used in the user interface. The Logo is the logo in the X-POS GUi, and the Logo in receipt is the logo used for when printing in top of receipt. There are three colour settings, the Banner setting changes the main color in the interface, while the Text will be used for links, sidebar icons and other places where attention is needed. Finally, the color of all text displayed on top of the Banner color can be set to either Light or Dark. For further customization of the layout, you will need to modify the CSS files of the X-POS.\ Cron job update Product Data Schedule From version 3.5, we have changed the way X-POS creates saved product, customer data from Magento site. This block of settings will help user control cron job to generate cache of X-POS and clear old caches as well. Once it s enabled, a cron job will be run at a specific time to retrieve data from Magento database, save them in cache which is stored in your server. Then when user opens X-POS on his computer, current data will be updated by the new one from this cache. By using this solution, the most time-consuming step - retrieving data from database - has been performed (by cron job) before user opens X-POS then it will speed up loading product data when opening X-POS. Therefore, it s recommended to setup this cron job, which means cashiers can start selling without much waiting (at the beginning of their shift.), after installing X-POS successfully.

68 Store(s) used for load This setting will list all stores in your site. Selected stores will be used for generating cache for data in this store. Start Time (Server Time) It s the specific server time to run this cron job. It s recommended to set this time to low-traffic time of your website. Frequency How often the system will run this cron job. Max Execution Time It s the maximum time of processing cron job on your server. X-Payment Setup X-Payment is a new module from X-POS version 3.4, it contains all payment methods and shipping method provided (and used only) by X-POS. In order to configure these payment methods, user can go to System > Configurations > SmartOSC > X- Payment tab.

69 Almost payment methods in X-Payment have the same setup as normal payment method provided by Magento except Split Payment. The Split Payment is a feature available from version 3.5, in this tab, user can select payment methods in Payment Allow to Split setting to use in X-POS Checkout page.