How To: Setting Up POS Preferences (02-18-01)

This field is used to designate the transaction types that are available on a Point of Sale terminal during transaction entry (POS).

The two-character transaction types entered in this field appear in the drop-down menu of the POS ‘Type of Sale’ field.

Please see the transaction types section of the POS documentation for a description of the valid entries in this field.

This field is used to designate the transaction types that are available on a Non Point of Sale terminal during transaction entry (POS).

The two-character transaction types entered in this field appear in the drop-down menu of the POS ‘Type of Sale’ field.

Please see the transaction types section of this document for a description of the valid entries in this field.

(Y/N/%)

If Y, the description for any item can be changed in POS. The change is only reflected on the current transaction; no changes are made in Inventory Master Inq/Maint (03-01).

If N, no changes can be made to the item description in POS.

Enter % and the description can only be changed in POS for items with a Non-Inventory Product Type (product types ending in a % sign)

(Y/N)

If Y, when the balance due on a DD order is changed using the DI transaction type in POS, the system will require you to collect or refund the difference.

The balance due of an order changes when you add or delete a line from an order or when you change the price of an order. With this preference set to Y, when you return to POS, an ML transaction is created and the Tender Entry Box appears to collect or refund the amount.

If N, the difference will need to be collected or refunded through Quick Ship in Order Processing or through an ML transaction in POS.

NOTE: This preference is not available if you are using Non-GUI Point of Sale.

(Y/N/B)

If Y or B, the ‘Each Price’ field on the Detail tab can be changed.

If N, the ‘Each Price’ field cannot be changed.

(Y/N)

If Y, the ‘Freight’ field appears on the POS screen. You can modify the amount by clicking inside of the field.

If N, the ‘Freight’ field does not appear on the screen.

(Y/N)

If Y, DD, SO, CO, and ML (with terms of “BAL”) orders are built during POS Entry.

If N, the order must be built through the Order Build selection in Order Processing. In this case, you can review the Sales Audit and make necessary corrections before orders are built.

If POS processing speed is a critical factor for your company, this preference should be set to N. If orders will be shipped on the same day they are entered, you probably want to set this preference to Y.

(Y/N)

If Y, ticket numbers are generated on a company-wide basis, meaning that all branches use the same sequence of ticket numbers.

(Y/N)

Invoice Preferences are now located in the Invoice Preferences selection (02-18-16).

When you enter “Y” in this field and press Tab/Enter, the message ‘Invoice Preferences are now in new Selection 02-18-16’ appears. Click ‘Ok’ to close the window or click ‘Let me continue’ to access the old preferences screen.

NOTE: Since the New Invoice Preferences selection has improved organization and contains additional preferences, we recommend using that one.

(Y/N)

If Y, when a credit card is used for payment, POS uses California laws for collecting customer information. The intent of these rules is to help prevent identity theft. The customer’s credit card number, name, and address will only be captured when:

• the transaction is a DD/SO
• there is a warranty line on the transaction
• there is an activation on the transaction
• there is a negative sale
• the sale is non-taxable
• the transaction is financed
• an office refund is being issued

(Y/N)

This preference applies to B-Flag serial number items entered in POS.

If Y, both the Unit Cost and Vendor Price are set equal the PO Cost in the serial number file.

If N, the Unit Cost and Vendor Price are taken from Fields 13 and 14 of Inventory Inq/Maint (03-01), respectively.

(Y/N)

This preference activates the Automatic Special Order system (licensed option).

If Y, when you try to sell out of stock merchandise on a DD or SO, the system will look for an existing purchase order that contains the item (first at the pickup branch, then at the stock distribution center). If it finds one, the order line is attached to the purchase order. If it does not find one, the item is written to the Pending Purchase Order Request file, which can be viewed through PO Request File Maintenance (04-54-02).

(Y/N)

If Y, previous purchases made by the customer appear in the bottom portion of the Customer tab in POS.

(Y/N)

If Y, merchandise information can be imported into the system from a mobile device.

For example, when a salesperson is on the sales floor, they can store all merchandise lines for a customer on a PDA or small device. The salesperson can then walk over to a Tyler terminal and import this information into the system to complete the sale.

(Y/N)

If Y, a Request for Purchase Order is created each time you enter a Special Order.

IMPORTANT: To use this feature, the Automatic Special Order system must be licensed, and the ‘Auto Interface to P/O’ preference on this screen must be set to Y.

(C/P)

Enter C and when you create a new customer in POS, ‘Company’ pre-prompts as the customer type.

Enter P and ‘Person’ pre-prompts as the customer type for a new customer.

(U/V)

Enter U to base the Gross Margin Percentage calculation on Unit Cost. Vendor Cost will not be included on the Sales Audit in detail or summary printing.

Enter V to base the Gross Margin Percentage calculation on Vendor Price. The ‘Cost’ field in the detail portion of the Sales Audit will print the Vendor Price, and the summary totals will print both the Unit Cost and the Vendor Price.

(Y/N)

If Y, when an item is entered that is out of stock (available is less than one), you have the option to ‘Change the Line,’ ‘Backorder the Line,’ or ‘Backorder the Entire Order.’

The ‘Change the Line’ option allows you to enter a different item, the ‘Backorder the Line’ option sets the delivery date of only that line to ‘999999,’ and the ‘Backorder the Entire Order’ option sets the Delivery Date on all current lines and any subsequent lines to ‘999999.’ Additionally, with the ‘Backorder the Entire Order’ option, the Header Delivery Date is set to ‘999999.’

Additional Notes:

• This preferences does not apply to TW transactions, TW lines on a DD or SO transaction (the ‘Ship’ box is checked), returned items, packages (PKG, PKS, PK+) or Non-Inventory items.
• If the merchandise being sold is Box, the system calculates the quantity available using the following formula:

Onhand – Committed – Floor – Damaged – Outbound Transfer Quantity.

• If the merchandise being sold is Floor, the system calculates Available from the current Floor Model Quantity only.
• If the merchandise being sold is Damaged, the system calculates Available from the Damaged Quantity only.

If you want the system to warn you when the quantity available for an item is below a certain number, use this preference to specify that number.

For example, if you enter a 3 in this field, the system will display a message any time you try to sell an item with a quantity onhand less than 3.

This is the maximum amount that you are allowed to increase or decrease the tax amount by.

The maximum value that can be entered in this field is 999.99.

(0,1,2,3,4)

Adds the salesman number to end of the Item Description in the Transaction Detail File. This allows you to create an RDB Report that can be sorted by Salesman, using only the Transaction Detail File.

There are five options:

• Enter 0 and no salesman number is added to the description.
• Enter 1 and the employee number of Salesman 1 replaces the last five digits of the item description.
• Enter 2 and the employee number of Salesman 1 and Salesman 2, along with Salesman 2’s commission percentage, replace the last 12 characters of the item description.
• Enter 3 and the last three digits of Salesman 1’s employee number replace the last three digits of the item description.
• Enter 4 and the last three digits of Salesman 1’s number and Salesman 2’s number, along with Salesman 2’s commission percentage, replace the last eight characters of the item description.

The message, ‘Run Blind Option 2-91-3 to Modify Trans. Detail Description’ appears when this preference is changed. Run this selection (02-91-03) to modify the description in all transactions (in the Transaction Detail File and Order Processing Open Detail File) to match the Salesman format specified in this preference.

NOTE: If Environmental Tax is required for your state, it is recommended that you set this preference to ‘0.’

(Y/N)

If Y, the system requires Salesman 1 and Salesman 2 (if applicable) to be signed into Time Clock (10-62) before they can use POS.

If another employee is entering a transaction for Salesman 1 and/or Salesman 2, the other employee, Salesman 1, and Salesman 2 must all be signed into Time Clock.

EXCEPTIONS:

Even if this preference is set to Y, an employee does not need to be signed into Time Clock to use POS if:

• their Job Class Code in Emp. Master Maintenance (10-20) is ‘MGR’ or ‘COR’
• they are entering an ML or CO transaction

(Y/N)

If Y, entry of a Delivery Date is required during POS Entry. A “?” can still be used if inventory is not to be committed.

Enter N if the Delivery Date is not required. The Delivery Date will be set equal to the Transaction Entry Date.

When a Take With transaction total exceeds the dollar amount entered for this preference, the system requires you to enter the Customer Name.

(Y/N)

If Y, the Gross Margin percentages for both the detail line and the transaction total display on the Detail tab of POS. The GM amounts appear in the unlabeled field above the Available button. The first number is the GM% for the detail line and the second number is the GM% for the transaction (separated by a ‘/’).

Enter the Percentage of the Resale Value to be considered as Vendor Price for items accepted as Trade In’s.

Enter the Percentage of the Resale Value to be considered as Unit Cost for Items accepted as Trade In’s.

If no Unit Cost is to be assigned to the Trade In Item, leave the field blank.

(Y/N)

If Y, when returning an item, you must find the transaction that the item was originally sold on. An override feature is available (requires manager password), but not recommended.

If N, you are allowed to return an item without finding the transaction that it was sold on.

IMPORTANT:

Entering “Y” in this field activates the Enhanced Return Process.

Entering “N” activates the Standard Return Process.

(Y/N)

If Y, the gift receipt check box and the gift receipt message field appears on the Instruction tab of POS.

If the gift receipt box is checked in POS, a gift receipt will print with the invoice.

NOTE: Gift Receipts are only available on Form M and Form L invoices.

(Y/N)

If Y, you can apply a discount to detail lines in POS.

(Y/N)

If Y, financing on an order must be approved before the order is shipped. When approved, the Authorization Number and Approved flag must entered through Order Maintenance (02-08-02)

Specify the number of days a Quote Ticket should remain in the system. After this date, the ticket is automatically deleted. A Quote Ticket can be kept for a maximum of 999 days.

(Y/N)

If Y, today’s actual date is used as the Transaction Entry Date.

If N, the Start of Day Transaction Entry date is used as the Transaction Entry Date.

(Y/N/R)

If Y, during POS entry the system stops in the ‘Email’ field of the Customer tab if it is empty. You can move through this field by clicking in another field or pressing the Enter key on your keyboard.

If R, during POS entry the system stops in the ‘Email’ field of the Customer tab if it is empty. You will be required to enter an email address before continuing.

If N, the system does not stop in the ‘Email’ field.

(Y/N/R)

If Y, during POS entry the system stops in the ‘Free’ field of the Header Block if it is empty. You can move through this field by clicking in another field or pressing the Enter key on your keyboard.

If R, during POS entry the system stops in the ‘Free’ field of the Header Block if it is empty. You will be required to enter an email address before continuing.

If N, the system does not stop in the ‘Free’ field.

Please refer to the POS Field Definitions (Header Block section) to learn more about the uses of the Free Field.

(Y/N)

If Y, ML transactions with a negative total can be processed on a Point of Sale Terminal.

If N, ML transactions with a negative total can only be processed on a Non-Point of Sale Terminal.

(Y/N)

If Y, the system allows ML transactions for open orders to be financed (using the Finance payment type).

(Y/N)

If Y, tax on a DD or SO transaction is calculated using the transaction total plus the freight amount.

If N, the freight amount is not included in the tax calculation.

(Y/N)

If Y, a message displays when the gross margin of an entered item is out of range.

The gross margin range is set up in the Department GM% or Prod Type/Taxable Taxable selection (02-18-02).

(Y/N)

If Y, the system uses the tax code of the delivery zip code to calculate the tax for the transaction.

When you enter a DD or SO transaction in POS, the system asks you to enter the zip code where the merchandise will be delivered. If the entered zip code has been assigned to a tax code in the Zipcode Tax Code Cross Ref selection (02-18-03), that tax code is used. If the zip code is not set up, you can enter the tax code at the ‘Enter zip code where the merchandise will be delivered’ prompt. If there is more than one tax code set up for a zip code, a box appears to allow you to choose the correct tax code.

If N, the system uses the taxcode for the Sales Order Entry Branch.

Enter the password that is required to delete a Quote Ticket.

A salesperson will not be able to delete a QT transaction without entering this password.

Enter the password that is required to enter a Cancel Order (CO) transaction.

A salesperson will not be able to enter a CO transaction without entering this password.

Enter the password that is required to enter a Special Order (SO) transaction.

A salesperson will not be able to enter a SO transaction without entering this password.

Enter the password that is required to issue a refund to a customer.

A salesperson will not be able to issue a refund without entering this password.

Enter the item number that will be used for On the Fly Packages that are created by clicking the Start Package button in POS. This item must be set up in Inventory Inq/Maint (03-01) with a ‘PKS’ Product Type.

Using an ‘On the Fly Package Item’ allows you to track the sales of On the Fly Packages.

Please see the ‘Creating a Package on the Fly’ tutorial in the Point of Sale documentation for additional information.

This option is not available at this time.

Enter the password that is required to override a return when using the Enhanced Return Override Process.

NOTE: This field is only applicable if Field 27, ‘Returns Req. Orig. Trans/Line#’ is set to Y.

(Y/N)

Enter Y to enable drop shipping. With drop shipping, the Vendor ships merchandise directly to the customer.

(Y/N)

If Y, the processing of Trade In items in POS is allowed. The TradeIn Line button will appear on the Detail tab of the POS screen.

An item number entered in this field will automatically appear on the first line of every POS transaction.

Enter an item number in this field and if you forget to include it on a transaction, the system will notify you before the completion of the sale. At that point you can decide whether or not to add the item to the ticket.

(Y/N)

If Y, the system will use the sales tax code from the customer’s A/R Account (12-20) instead of the tax code assigned to the sales branch.

Enter the product type to use for Shop Lines.

With Tyler, a labor/installation fee (or any other fee) can be automatically added to item(s) on a sales transaction. This extra charge is known as a Shop Line.

When an item with the product type specified for this preference is sold, the system looks at Field 27 in Inventory Master Inq/Maint (03-01). The entry in Field 27 should be the item number of the Shop item.

The Shop Item needs to be created and should have two amounts set up:

• Field 23: The amount in this field is a percentage that is applied to the subtotal of all lines on the order to calculate the Shop Line fee.
• Field 17: This is a flat rate used to calculate the Shop Line fee.

The system first multiplies the percentage in Field 23 by the subtotal of all lines on the transaction. It then compares this amount to the amount in Field 17. Whichever amount is higher is used as the Shop Line fee.

You have the choice of modifying the Shop Line fee if necessary.

Multiple Shop Items can be set up, each with different amounts. This allows you to use one product type for a number of different fees.

(Y/N)

If Y, all branches will appear in the Sold at and P/U Loc drop-down lists on the POS screen. By default, only the branches in the same region as the sales branch appear.

(Y/N)

If Y, the Cashier Shift ID prompt will appear on the Branch Selection screen. Entry of the Shift ID is optional.

NOTE: When assigning Shift IDs, remember that the Shift ID can be used for printing the Cash Drawer Report. This will allow one Cash Drawer Report to be printed for multiple terminals, without having to print all terminals in the branch.

If N, the Cashier Shift ID prompt does not appear on the Branch Selection screen.

This option is not available at this time.

(Y/N)

Enter Y if you would rather enter the customer information (Customer Tab in POS) at the end of the POS transaction instead of at the beginning.

(Y/N)

If Y, a Markdown Code must be entered each time an item’s price is lowered to an amount below the Minimum Selling Price. Answering Y here provides increased control and security.

If N, the markdown code only needs to be entered once for the entire transaction.

(Y/N)

If Y, whenever the price of an item is lowered in POS, a window appears asking the salesperson to enter information about why the change is being made. This information is defined on the Price Change tab of the Order Maintenance Reasons selection (02-08-90-04).

If N, no reasons are required for the price change.

(Y/N)

If Y, whenever an order is cancelled (CO) or an item is returned, a window appears asking the salesperson to enter information about why the order is being cancelled or the item is being returned. This information is defined on the Cancel Order and Return tabs of the Order Maintenance Reasons selection (02-08-90-04).

If N, no reasons are required for a cancel order or item return.

When entering a transaction in POS, the system can automatically take you to the Special Instructions field (on the Instruction tab) before the sale is complete. Entry is not required in this field, but this action can remind the salesperson to enter any special instructions, if needed.

For this preference, enter the transaction type(s) (up to 10) for which the system should automatically move to the Special Instructions field (e.g. DD, SO, CO, ML, etc).

(Y/N)

Enter Y to activate the Bid feature for sales transactions. This feature is typically used for installations and allows you to calculate and display the price of a group of items on a transaction while excluding the item numbers and item prices from the invoice. Instead of including item numbers and item prices, details of the installation (what is being done, materials being used, etc.) are included on the invoice print.

First you need to set up an item in Inventory Master Inq/Maint named ‘BID.’ Whenever this item is sold on a transaction, the system will exclude the item numbers and item prices from the invoice. Additionally, the total amount of the transaction (including tax) will print next to the ‘BID’ item on the invoice.

You also need to set up an item named ‘COMMENT.’ Make sure that the description for this item is ‘~’ (a tilde sign). Using the tilde sign for the description in Inventory Inq/Maint tells the system to move to the ‘Description’ field in POS Entry when the item is sold. The ‘Description’ field is where you will enter the details of the installation.

(Y/N)

This option is not available at this time.

(None, Cash, Check, Credit Card)

Enter the default payment method for POS transactions. This payment method will automatically appear in the Payment Type field of the Tender Entry box.

Entry here is case sensitive. You must enter the payment type as shown above (“None” “Cash” “Check” “Credit Card”).

(Y/N)

If Y, when a negative amount (refund) is entered in the ‘Amount’ field of the Tender Entry box, the salesperson is required to enter the Manager Code set up in the ‘Min-Sell Mark Down Code’ field of Branch Maintenance (30-02-02).

If N, no Manager Code is required when refunding money to a customer.

(Y/N)

If Y, terminals designated as ‘Point of Sale’ can only ship detail lines for the branch assigned to the terminal in System File Management (30-01). For example, if a POS terminal is assigned to the ‘CLW’ branch, you can only ship lines for the ‘CLW’ branch. If you try to ship lines for the ‘ORL’ branch, the system will not allow it.

If N, POS terminals can ship detail lines for any branch.

This preference is currently not used.

(Y/N/R)

Media Tracking is used to measure the effectiveness of your various advertising campaigns. When this feature is activated, the ‘Media’ drop-down list appears on the POS Entry and Order Maintenance (02-08-02) screens, allowing you to select the form of advertising that brought the customer into the store (TV, Radio, Internet, Printed Media, Word of Mouth, etc.). The options that appear in the list are set up in the ‘Sales Analysis Sales Statistics Table’ selection (05-10-09) and the statistics are viewed using the Media Sales Stats selection (05-10-06) and the Sales Statistics Report selection (05-10-03).

For this preference:

Enter Y and the ‘Media’ drop-down list appears in POS Entry and Order Maintenance screens, but you are not required to select an option.

Enter R and in POS Entry you are required to select an option from the ‘Media’ drop-down list.

NOTE: When set to R, the ‘Media’ field appears in Order Maintenance, but you are not required to select an option there.

Enter N and the ‘Media’ drop-down list does not appear on the POS Entry and Order Maintenance screens.

(Y/N)

This preference only applies to companies conducting business in Canada.

Enter Y if your company is using Harmonize Sales Tax (HST). “HST” prints on Sales Invoices, per government specifications. For more information on using Harmonizing Sales Tax, please see the ‘Sales Tax Table Entry’ section of the ‘System Files’ documentation.

Enter N if Harmonize Sales Tax is not being used.

(Y/N)

If Y, temporary A/R Accounts (Business Type of DD, SO, RI) can be used for Credit Memos, provided that the corresponding order is in history.

NOTE: Temporary A/R accounts with a Business Type of ‘WK’ are not allowed for Credit Memos, regardless of how this preference is set.

(Y/N)

If Y, only credit cards set up in Credit Card Maintenance (02-18-10) can be used in POS Tender Entry.

(Y/N)

If Y, the system allows you to enter an item on a Quote Ticket (QT) that is not set up in the Inventory Master File (03-01).

If N, you can only enter items set up in the Inventory Master File on a Quote Ticket.

(Y/N)

If Y, you can change the Tax Code on Take With (TW) transaction.

If N, you cannot change the tax code.

(Y/N)

Enter Y and the ‘Deliver’ drop-down menu appears on the Detail tab of the POS Entry screen to allow Take With merchandise to be sold on a Delayed Delivery (DD) or Special Order (SO) transaction.

Enter N and Take With lines are not allowed on a DD or SO transaction. In this case, the Deliver drop-down menu does not appear on the screen.

(Y/N)

Enter Y and when you want to apply warranty coverage to an item that has a quantity greater than one, you will need to enter separate detail lines for that item (each with a quantity of one) until the total quantity is reached.

For example, if you are selling five of the same chair and each will be covered by the warranty, you will need to enter five separate detail lines for that item, each with a quantity of one.

If N, the warranty will cover any quantity of the item. It is not necessary to enter a separate line for each one.

(Y/N)

If Y, when using the Enhanced Return Process, the system allows you to return individual lines on a package instead of requiring you to return the entire package.

If your company requires that a certain percentage of the transaction amount is collected before inventory is committed, enter the percentage in this field.

For example, if a 25% deposit is required before items are committed, enter “25” in this field.

A warning message appears in POS Entry when the deposit does not meet the required percentage.

(Y/N)

If Y, you can lower the price of an item with a ‘PKS’ or ‘XX+’ Product Type below the Minimum Selling Price (as defined in Branch Maintenance (30-02-02)).

(Y/N/0)

This preference determines the dollar figure that pre-prompts in the ‘Amount’ field on the Tender Entry screen.

Enter Y and the entire Balance Due appears in the field.

Enter N and only the amount that must be collected during POS Entry pre-prompts in the field.

Enter 0 (zero) and no amount appears in the field.

Example:
There are two lines on a DD ticket: a Take With Line (the ‘Ship’ box is checked) for $50.00, and a Delivery Line for $130.00.

• If this preference is set to Y, $180.00 (plus tax) prompts in the ‘Amount’ field.
• If this preference is set to N, $50.00 (plus tax) appears in the ‘Amount’ field since payment for a TW line must be collected during POS Entry.
• If this preference is set to ‘0,’ the ‘Amount’ field appears blank.

(Y/N)

If Y, the cursor stops in the BillTo/ShipTo fields when entering an ‘RA’ transaction (for use with Gift Certificates or other customer identification needs on RA transactions).

(Y/N)

If Y, ‘Trade In’ appears as a payment type on the Tender Entry window of POS Entry. This is used when you want to pay a customer for Trade In item(s) without creating the item in Inventory (as you would using the normal Trade In procedure).

(Y/N)

Enter Y and when you access Quick Ship through POS Entry (via the ‘DZ” transaction type) or Order Maintenance (via the Ship button) and there is a balance due for the order, a window opens giving you the option to collect money before shipping any lines. You can click ‘Make a Payment’ to collect money now or you can click ‘Continue with COD’ to make the payment later.

This option is used if you are using Credit Card Authorization or if you want the payment on the order to reflect as an ML (Middle Layaway) payment.

(Y/N)

Enter Y to allow transaction payment with a Credit Memo. The ‘Credit Memo’ option will display in the Payment Type drop-down list on the Tender Entry window.

Enter N and ‘Credit Memo’ does not appear in the Payment Type drop-down list.

(0,1,2,4,5)

This preference is used to set Order Maintenance (02-08-02) and Quick Ship (02-08-03) privileges for POS terminals.

NOTE: This preference does not apply to Non-POS terminals.

Enter “0” and a POS terminal can:

• only lock orders in Order Maintenance that have a status of 0.
• only ship orders in Quick Ship that have a status of 0.

Enter “1” and a POS terminal can:

• only lock orders in Order Maintenance that have a status of 0 or 1.
• only ship orders in Quick Ship that have a status of 0 or 1.

Enter “2” and a POS terminal can:

• only lock orders in Order Maintenance that have a status of 0 or 1.
• only ship/unconfirm orders in Quick Ship that have a status of 0, 1, or 2.

Enter “4” and a POS terminal can:

• only lock orders in Order Maintenance that have a status of 0 or 1.
• only ship/unconfirm orders in Quick Ship that have a status of 0, 1, 2, or 4.

Enter “5” and a POS terminal can:

• only lock orders in Order Maintenance that have a status of 0.
• only ship/unconfirm orders in Quick Ship that have a status of 0,1, 2, 4, or 5.

This option is not available at this time.

This option is not available at this time.

This option is not available at this time.

Enter a custom description for the Floor Model caption. This caption will display as an option in the ‘Type’ field in POS Entry (02-02) and in the ‘Merch Type’ field in Order Maintenance (02-08-02).

The caption will also print on Invoice Forms L and M.

Enter a custom description for the Damaged caption. This caption will display as an option in the ‘Type’ field in POS Entry (02-02) and in the ‘Merch Type’ field in Order Maintenance (02-08-02).

The caption will also print on Invoice Forms L and M.

This option is not available at this time.