When you open the POS tab in WPAdmin, your screen will look like the one below.

The screen picture above displays one part of the menu. A menu is a list of the options provided by computer software. This menu provides options of Register, Maintenance, Parameters, and Utilities.
In each of those modules, further modules are available. If you click on the plus symbols by the menu options, you can expand the tree as shown.

Register

In Register, the modules of Open Store, Close Store, Closing Reports Setup, Tender Queue Settlement, and Current Register Activity are available.

Open Store

To open the store for the day, double click on Open Store to get the following window.


Right-click on the store(s) you wish to open and click on the Open Selected Stores. If there are no stores to open, there won't be any locations shown in the Location column. In
other words, no stores listed in the detail grid indicates all stores you manage with
WinPRISM are open.
Although we highly recommend opening at the beginning of the business day and closing at the end of the business day, as of version 1.3.0.0, it is now possible to close and re- open the store for the same business day. If sales for that day have not been posted, just
re-open for that day and resume POS functions. If sales for that day have already been posted, contact WinPrism Support so Inventory Control can get the posted sales reversed. In WinPrism you are not allowed to open the store for any day other than the current day.

Close Store

To Close the store for the day, double click on Close Store to get the following window.
In the Close Store window, right- click the location(s) you wish to close and click on Close Selected Stores. If there are no stores to close, there won't be any locations shown in the Location column.
Although we highly recommend opening at the beginning of the business day and closing at the end of the business day, as of version 1.3.0.0, it is now possible to close and re- open the store for the same business day. If sales for that day have not been posted, just re-open for that day and resume POS functions. If sales for that day have already been posted, contact WinPrism Support so Inventory Control can get the posted sales reversed.

Closing Reports Setup

The Closing Reports Setup option in the Registers menu is used to configure which reports will be included with your daily closing reports. These reports will automatically be generated and will print after closing the store for the day. For some of the reports, you have the option to print consolidated and/or separate reports for each register in your store.
Once you have accessed Closing Reports Setup, a screen similar to the following will appear.



















The names of reports are on the left, and you can mark the boxes of the reports you want in various formats. On the right you can select which locations this configuration is for, allowing different reporting needs at different locations. You also have the option of generating reports from a previous day's business, and even view them on the screen before (or instead of) printing them.
See Appendix B for sample reports.

Tender Queue Settlement

The Tender Queue Settlement module allows the manual settlement of credit cards that have failed to settle normally. Any settlement attempt from this screen attempts the settlement of any unsettled cards in the system (Retail, MOTO, and E-Comm), from today's business so far, and any previous days. This process will attempt settlement, but some conditions may exist that will prevent successful completion, such as a batch being rejected by the processor. In the event the processor rejects a batch, you will need to find out from the processor why they rejected the batch, and then WinPrism Support will be able to assist you in correcting the problem.
Right-click on the location for which you want to settle cards, and click on Settle
Selected Queues from the resulting option box.

Current Register Activity

The Current Register Activity module allows you to see which registers are logged into WinPRISM POS, and to log off registers remotely. This feature should be used only when the network connection between the register and server is dropped or when a cashier fails to log off the register before departing.
Note: The cashier should always log off properly at the register.

From the Register Activity window, right click on the register you need to log off, click on "Force Logoff on Select Registers," and you will get a confirmation box prompting "Are you sure you want to log off selected registers?" To force the log off, click OK.

Maintenance

In Maintenance, the modules of Transaction Inquiry, Quick SKU Maintenance, POS Setup, POS Pole Display Text, ICS Download, and Keyboard Mapping are available.

Transaction Inquiry

Transaction Inquiry allows you to view transactions that have been performed at the register. Each transaction is assigned a receipt number at the time it is started. The receipt number will be in the format that has been set up in Utilities/Sequence Series. Transaction Inquiry allows you to search for transactions by Location, Cashier, Customer ID, Date (or date range), Status (Aborted, Sale, Refund, No Sale, Post Voided, Check Cash, Closing, Suspended, Pay In, Pay Out, or Buyback), or more commonly by Receipt Number. In Transaction Inquiry, transactions still in WinPRISM POS can be viewed; however transactions which have been purged, cannot be viewed.
This option is commonly used when you want to view detailed information about a transaction for problem solving and troubleshooting.
Note: You may not add or modify transactions in Transaction Inquiry. This option is for inquiry or look-up only.
Select Transaction Inquiry from Maintenance. The following screen will appear.

If you click on the downward- pointing arrow (Quick Search) to the right of the large set of binoculars, you can get a select list with options of Transaction, Customer, Date, and Status.
Select Transactions to get a select list of transactions available for you to view.

You can view the transaction detail or the tender information by selecting a tab at the bottom of the screen.

Quick SKU Maintenance

You will generally sell items at the register by scanning the barcode on the item. However, if the item doesn't have a barcode, and would be difficult to sticker with a barcode, you can use a one, two, or three digit code, called a Quick SKU, instead. It is less time-consuming for the cashier to ring up an item by entering a Quick SKU instead
of SKU. This option allows you to create cross-references to eight-digit SKUs or 6 digits DCCs for easy entry at the register. The SKU (or DCC) must already be entered in your inventory control system.
When thinking about what items should get Quick SKUs assigned, contemplate the relative cost and complications associated with putting stickers on things you sell. Some common items you might consider using Quick SKUs for (unless they are already scannable) might be pencils, hot selling items, or kits the bookstore puts together for rush.
It is common when stores start using WinPrism POS that they may not have all inventory items entered in ICS and they might have to sell items that are not scannable since they are not yet in the system. You can sell things that are not in the system by selling them
by their DCC code, but you don't want to do this long term since it doesn't deduct sold items from your inventory. The advantage of using a Quick SKU to point to a DCC is that once all items are scanning, you can prevent cashiers from selling items by DCC code by simply removing the Quick SKUs that point to DCCs, which will force cashiers to properly identify merchandise being sold.
Note: If you have no need to enter quick SKUs, you may bypass this option.
Once you are in the Maintain Quick SKU module (shown here), click on the yellow plus sign, tap the F4 key, or right click on the large gray section of the window and select Add Quick SKU
In the Quick SKU field, put in the number you want to use to point to the SKU or DCC.
If you choose to have the Quick SKU indicate a particular SKU, enter the SKU number it should point to in the SKU field. You can also use the "find" feature by clicking on the ellipsis to get the following window.
Note: If you try to add a Quick SKU that already exists, a message reports, "Quick SKU exists for this POS system."


Fill in the information you know about the item in one appropriate field and click on the Find Item button, and then search through the select list to select the item you want to associate the Quick SKU with, as you would in the ICS module.



If you choose to have the Quick SKU indicate a DCC, enter the DCC number it should point to in the DCC field. You can also use the "find" feature by clicking on the ellipsis to get the following window.





In the window represented at right, simply navigate to category code level as you would in the ICS module.

POS Setup

POS Setup is used to define some of the parameters for a store. Changes can have unanticipated effects so if things are working, don't make any changes. If things are not working, contact WinPRISM Support.


FieldExplanation

POS Pole Display Text

The purpose of the POS Pole Display Text window is to allow you to adjust the text that displays on the customer display. The text changes in accordance with what is happening at the register. For example, when the transaction is cancelled, "Transaction Cancelled" is displayed. Depending on your preferences, text can be displayed in English, French, or Spanish, and which language it uses can be defined in General Parameters.

Caution needs to be exercised, since there are symbols in use that are control codes that might not mean anything to you but do mean something to computers (i.e., "%n" directs the text to go on to the next line, %r right justifies, %d displays the item's description, etc).
FieldExplanation

ICS Download

The ICS Download window is used to transfer data from the inventory control database to the WinPRISM POS database in the event information is not transferring back and forth between the two.
The window you see when you perform an ICS download is based on what is set up on Inventory Control's POS Setup field in Parameters/System Parameters. The types of POS systems that it could be set to are: (1) None, (2) Integrated, (3) Distributed, and (4) ICS.
Note: Regardless of which parameter is selected, you will get a window that prompts for which location you wish to have the download occur. Select the appropriate location and click on the OK button.





If the System Parameter is set to None (which it shouldn't be if the store has POS) or Integrated, after choosing the store location you will get the following message: "Download is not needed for current POS Type."


If the System Parameter is set to Distributed, after you choose the single store location, you will be prompted for whether the download should be done for the single location or for All POS Systems. You should click the down arrowhead and choose the POS System to which you want to do the full download, and click the OK button.


After you click OK, you will receive a message indicating that the download is successfully set to occur. Click the OK button to dispose of the message.


The download should begin within the next two
minutes, and in most cases will have completed within 5 minutes after that. If it has not finished within 10 minutes, contact WinPrism Support.

Keyboard Mapping

The keyboard mapping must be set up for the register keyboards to work properly. In Maintenance, double click on Keyboard Mapping to bring up the following window



Next, click on the Quick Results button and choose the type of keyboard you have.

Most stores will use the IBM keyboard, but if you do not have IBM keyboards, choose the appropriate keyboard for your system.
These parameters have been defined by the programmers of the software, and in a few instances have been refined by POS support and should not need further refining on your part, but it is conceivable that adjustments could be needed at some time. It is highly recommended you contact WinPRISM Support prior to making any changes in the keyboard mapping.