User Guide

Stock management

13/12/2023

by Admin

Introduction

Products or items can be added either through product master interface or by bulk upload using an excel sheet.

Adding products through product master user interface

Navigate through menu Administration → Stock → Maintenance → Products

The UI is divided into 3 parts. Top most section is for searching existing items. bottom left scrollable list displays existing items based on search criteria. right most section displays entry form for products. Please find below description for each field.

Field description

Serial No	Field name	Description
1	Reference	This is a generic field to record any internal codes to refer the product. For example, SKU or Part no in retail or model no in spare parts shops. If No reference is available, just fill that in 1,2,3 sequence. The value should be unique.
2	Name	Actual name of the product
3	Display	A short name of the product for display purpose
4	Alt.Name	Name in the local language
Tab - General
5	Barcode	Barcode of the product
6	UOM	Unit of measurement. By default NOS (Number units), KG, CTN(Cartoon), Outer are available. If unit is not available, Then you can add more UOMs through Stock → Maintenance → UOM
7	Buy price	Default buying price
8	Sell price	Default selling price
9	Tax category	Setting up tax category
10	Brand	Brand of the product. New entries to brand can be added through brand entry screen. You can enable that through resource group Menu.Root, by requesting the POS Developer to activate.
Tab - Stock
11	Stock cost	Original cost of the product, important in accounting.
12	Opening stock	This is useful in the initial stock entry to record initial stock.
13	In Catalog	If this item is in catalogue?, means do you sell this item or do you plan to sell this item?. If unchecked, this will be removed from display.
14	Auxiliar	Check if this item should not sell its own. For example sugar in case of tea in a cafe
15	Scale	This is used in case weighing scale. Check if this item is measured on a weighing scale.
16	Breakdown	When this check box is selected, a new tab break down will be displayed. This is to show breakdown of this product. For example in case of recipe in restaurant (Tea can have tea powder, sugar, milk, water etc.). You can read more details on recipe management
17	Order	An ordering field to control the order of listing in sales window.
18	Edit stock levels	To set the minimum and maximum stock of a product. Minimum is used in sales window and if minimum quantity is reached, an alert will be shown in sales. Maximum quantity is used in purchase window. If maximum quantity is reached an alert will be shown in purchase window
Tab - Properties
19	Discount	If set, this discount will be applied against sale
20	Warranty	An info field which shows warranty of the product. You can put any string. example 2 years, 2 months, no warranty etc.
21	Supplier	Suppliers can be added through menu Administration → Suppliers → Suppliers
22	Printer	Which kitchen printer to which item belongs to?
23	Offer	Type of offer that can be applied to this item
24	Override	If checked, this item will go to all kitchen printers
25	Section	Section or rack where this item is located. You can add more sections through Maintenance → Section

Sales window

13/12/2023

by Admin

Introduction

Sales window is one of the complicated screen in POS. When we login, sales window will be the home screen. It can be configured for different business cases. You can change the configuration of sales window mode through menu System → Configuration → General, using the tickets drop down. In this article we will be explaining different functionalities of sales window in store mode.

Descriptions

ID	Field name	Description
1	Add customer	To attach details of the customer to the sales
2	Split bill	To split the bill into 2. You can also assign the new bills customer details in the window
3	Notes	Adding notes to a selected line item (An item in the sale)
4	Reprint last ticket	To print the last ticket
5	New sales	This action mill put current sales on hold and a new sales will start. You will be asked to enter the details of existing customer. You can resume the sales by clicking button 7. This is helpful if you want to put current sales on hold for sometime and move to next customer
6	Cancel sales	This will cancel the current sale
7	Ticket queue	All tickets on hold will be displayed here. Read item 5 for more info.
8	Reload	Reload the current screen
9	Delete line	This will delete selected line.
10	Edit Line	To edit a particular line
11	Product history	Display the sales as well as purchase history of the selected item.
12	Search product	To search for a product and add to the sales.
13	Attributes	Displays more details on the item.
14	Order list
15	Line Disc	Adding discount to the selected item
16	Cancel Disc	Remove discount from selected item
17	Remark	To add some text to the bill
18	Add disc	Adding discount against the bill
19	Cash	Press for payment in cash
20	Debt	If payment is in the form of credit. You will be asked to enter credit customer details
21	Card	Press if payment is done through card
22	Refund	press in case of refund
23	Barcode	These fields are used for barcode scanning purpose. You can also manually by using barcode number
24
25

Managing Tax

13/12/2023

by Admin

Introduction

Tax management is enabled by default in the system. In order to define tax, first we have to set up tax category and then tax under each tax category. By default Tax category ‘Tax standard’ is defined in the system. Under that tax type ‘VAT’ is also defined by default. Follow below steps to define custom tax details.

Adding a new tax category

Under menu Administration→Stock, click the button ‘Tax categories’. Click on the plus button to add new category. Enter tax category name in the ‘Name’ field and then press save button.

Adding a new tax

Under menu Administration→Stock, click the button ‘Taxes’. Fill the data as shown below. Fields, Name, Tax category, rate and order are mandatory. On the sales screen tax category is displayed, which internally use the tax with order number 1. This will help you to keep existing tax rates under that category in case if there is any change in tax. Always keep the active tax with order number 1 to pick the correct tax.

Bulk data import through excel

13/12/2023

by Admin

Introduction

Uploading entries by using an excel sheet will be handy initially when you set up the system. For this purpose POS supports bulk upload using an excel sheet. Below are the types of entry data that can be uploaded by using excel. You can also download existing entries from the system using the downloads section. Navigate to menu, Maintenance and you will be able to see below sections.

Uploading products

From the above screen, under Uploads section, click on products to download the template. Below is a screenshot of the template. Only ID, REFERENCE and NAME columns are mandatory. Rest are optional.

Field Descriptions

SL	Field Name	Description
1	ID*	This field should be a unique value. It can be 1,2,3 etc. This field is mandatory
2	Reference*	You can put item model number or part number. This field is mandatory
3	Barcode	Barcode corresponding to each product item
4	Name*	Name of item. This field is mandatory
5	Display name	Optional short name for this product. This is used for display purpose in the UI if the name is too long
6	Language	Optional secondary name of this product. Ideally in local language.
7	Description	A brief description of this product
8	Category	Category name
9	Brand	Brand name
10	Section	Rack number in which this item present
11	Taxcategory	Tax category name
12	Stock cost	The cost required to deliver this item to the business
13	Price buy	Price at which this item purchased
14	Price sell	Selling price
15	Kitchen	The kitchen corresponding to the item in case of restaurant
16	Unit	Symbol of Unit of measurement
17	Aux (Boolean)	True if this item cannot sell directly and will be sold under another item. Example, in case of ketch up in a restaurant. It will sold along with broast.
18	Scale (Boolean)	True If this item sells on a weighing machine else false
19	Image	path of image
20	Op. stock	Opening stock quantity

Working in retail mode

13/12/2023

by Admin

Introduction

POS has full fledged retail mode. This article covers high level flow of supermarket or store retail mode of pos screen

Prerequisites

Before using POS in restaurants, configure the software for retail operation. You can do this by selecting store in menu, Configuration → General tab → tickets drop down

Sales

Please refer to the article understanding sales window to know different options available in sales screen.

Recording transactions apart from sales and purchase

13/12/2023

by Admin

Adding expenses - You can add expenses through main menu, Accounts → Expenses

Payments window - Payments apart from sales and purchase such as the cash you invest or retrieve from the business can be recorded using the payments section. Payment screen can be taken from the main menu. Payment section is also integrated to close cash session. Below are available payment options.

SL	Type	Description
1	Cash in	Cash that comes to the business like any investment. You can add the amount to appropriate account head. See Accounts section for more information about creating account head
2	Cash out	Cash that goes out of the system like salary. You can add the amount to appropriate account head.
3	Bank in	Amount that is recorded against a bank account. You can add the amount to appropriate account head.
4	Bank out	Amount that goes out of bank account. You can add the amount to appropriate account head.
5	Customer payment	Payments made by customers as debit or credit.
6	Supplier payment	Payments released to suppliers.

Hardware configuration

13/12/2023

by Admin

Introduction

POS supports hardware devices such as printers, barcode and QR code scanners, Caller ID, Cash drawer, Customer display and Weighing scale. Once printer is connected to the power and driver installation is completed, you can configure them using the Menu, System →Configuration → Peripherals tab.

Receipt printer configuration

Receipt printer in POS is based on ESC/POS commands. It can be configured using Printer drop down (2nd item in above screenshot). In the printer drop down, epson (This can be applied against all ESC/POS printers) and supports ESC/POS format. You can also select screen, which will create a ESC/POS print under System → Printer menu. POS supports USB, network, file based printers. Below shows an ESC/POS screen print and receipt printer.

KOT printer configuration

KOT printers are receipt printers used in kitchen of a restaurant. It can be configured using printer 2 to printer 7 drop downs. Read article Working in restaurant mode to understand more about KOT printer set up.

Report printer (Normal printer) configuration

These printers are required in case of printing a A4 document like reports or invoices. It can be configured using the drop down reports printer.

Barcode printer configuration

Barcode printers are used in POS to print barcodes or QR codes for items. This can be configured using drop down barcode printer.

Customer display configuration

Customer displays can be configured using customer display drop down. Below figure shows a customer display.

Weighing scale configuration

Weighing scale can be configured using scale drop down. Below figure shows a weighing scale.

Barcode/QR code scanners

Barcode scanners doesn't require special specific software configuration. As long as you clicked the barcode in sales screen, it can be used if you are in sales screen. By default this will be selected in sales screen.

Cash drawer

Cash drawer doesn't require any software configuration. As long as it is connected to the printer, pos will take care of it.

Caller ID configuration

POS supports ARTECH Caller IDs which is used in restaurant mode. It can be configured using caller ID drop down. Below shows an ARTECH caller ID.

Working in Restaurant or cafe mode

13/12/2023

by Admin

Introduction

POS has full fledged restaurant mode. This article covers high level flow of restaurant mode in pos

Prerequisites

Before using pos in restaurants, configure the software for restaurant mode. You can do this by selecting restaurantv2 in menu, Configuration → General tab → tickets drop down

Sales

Many options available in sales screen, are similar to sales screen in store mode. Please refer to the article understanding sales window to know different options available in sales screen.

Setting up KOT printers

Kitchen Order Tickets (KOT), is a note that includes the details related to the table number, items ordered, and the quantity, which is forwarded to the kitchen staff after a customer places an order. When customer places order, a ticket will be send out to kitchen, for preparing the meal. There are 3 steps to configure KOT in pos.

Make sure your printer is connected to the network and operational
Connect pos to KOT - In pos, under menu Configuration → Peripherals tab, printer 2 to 7 can be configured for KOT.

If step 1 is done properly, then printers will be displayed in the drop down. In this way your printer will be connected to pos.
Assign products to printers - Each product item will be prepared or delivered from a kitchen. This can be done in product master. Under Administration → Stock menu → Products → Select an item in the listing pane (left side) → Select tab properties → Printer drop down. In the printer drop down Kitchen 1 corresponds to printer 2 in peripheral and Kitchen 2 for peripheral 3 and so on.

Once KOT is configured, whenever a product is ordered, a ticket will be generated in kitchen printer corresponding to that product.

Close Cash

13/12/2023

by Admin

Introduction

Every transaction is associated with a close cash session in pos with a specific sequence number. At the end of the session, (typically end of the day), you will get a summary of that session's business operation. Once close cash is done, a new close cash session will be generated with a different sequence number and subsequent transactions will be associated with that particular session.

Close cash user interface

You can access close cash user interface from Register → menu, Close cash. Counter represents the counter to which the below close cash summary represents and Sequence is the unique sequence number for the session. You can manually enter a different sequence to get close cash details of that session. There will be start date and end date against each session. Also a payments and sales summary are also given. Cash by user button will print a login user based receipt. Drawer button will open the drawer if configured. Print button will print a customizable print receipt (details are given in Customize print receipt session below). Close cash button will close this session and generate a new session.

Customize print receipt

Close cash print receipt can be customized by using options available under menu System → Configuration → General tab . Under section Close cash, multiple summary sections are available as option. Check the relevant sections you need in the receipt to include those in close cash print.

Configure printer

Printer for close cash can be configured under menu, System → Configuration → Peripherals. All prints mentioned in this article are ESC/POS format. Close cash prints supports only ESC/POS prints. In the printer drop down, epson (This can be applied against all ESC/POS printers) and supports ESC/POS format. You can also select screen, which will create a ESC/POS print under System → Printer menu. Below shows ESC/POS screen print.

Getting Started

13/12/2023

by Admin

ADMINISTRATION

Configuring POS for the first time? Take things step-by-step.

Follow the steps in this guide and you will be up and running quickly.

There are a few things that need to be done if this is a new POS installation.

Decide if this is a single or multi-terminal installation

Install Java JRE 1.8 (minimum).

Install MySQL or MariaDB server 5.5 (minimum)

SETUP STEPS

The key to making sure you get the best out of POS is follow these Set-up steps. Have some patience when you first start out and try to follow these simple steps...

1. JAVA

You have to have the correct Java JRE Runtime installed for your Operating System.

If you're running Windows x64 use Java for x64, not the x86 version, and that it's running properly.

Get Java : DOWNLOAD

2. MYSQL or MARIADB

This version requires MySQL or MariaDB 5.5 or later installed and configured properly.

Get MySQL : DOWNLOAD

Get MariaDB : DOWNLOAD

3. POS

Install Speed POS Application

4. CONFIGURATION

Fire-up POS and head straight for the Configuration panel. Settings are here for everything from Databases through to Printers.

Configuration settings are stored in a disk file: speedpos.properties

Windows 7-10 or 11: \Users

5. PERMISSIONS

ROLES

Permissions control what is visible on the main POS menu as well as certain other functionality.

By default the Administrator Role has access to all POS features and functions.

Three default Roles are created at time of installation.

Here in descending order of importance and visible menu options :

1.Administrator
2.Employee
3.Guest

You can create an unlimited number of Roles and modify them to suit your operation.

Use the Administrator Role as the template for new roles.

Go to Administration -> Maintenance -> Roles

USERS

Go to Administration -> Maintenance -> Users

Four default Users are created at time of installation.

1.Administrator
2.Employee
3.Guest
4.PDA

You can create an unlimited number of Users.

To create a new User: Click button New(+)

6. TAXES

POS has two Rate types already created: NOTAX, Standard.

Go to Stock under Administration and Select Taxes.

Set up Tax bands that can be associated with Products. This allows taxation calculations to be performed automatically.

7. CATEGORIES

Go to Administration -> Stock -> Categories

Use a Category to conveniently group a set of Products.

A default Category is created at the time of install – general. You can rename it and go on to create as many as you need.

Managing your Product catalogue starts with setting up Categories and then adding Products to the Categories you create here.

8. PRODUCTS

Go to Administration -> Stock -> Products

Probably the most important part in POS you need to get right.

Assign everything here from Barcodes through to Sales screen button images.

9. RECEIPTS

Advanced configuration of POS is done via the Resources panel and you should request to the POS Developer if you wish to change or add additional variables.

Go to Administration -> Resources -> Printer.Ticket

10. RESTART

Adding or changing Taxes, Categories, Products and Resources are immediately visible and available to use.

The only exception to this is if you have made a change to the Printer.Start Resource as this initializes the Customer Display when POS starts.

If you have made any setting changes in the Configuration form you need to restart POS for them to take effect.

Start POS

Login Screen

Login via PIN and MSR card reader. Default logins

Administrator - 1111
Employee - 3333

Sales

Sales - Standard

This is a standard sales screen

1. Add customer
2. Split Receipt
3. Line notes
4. Reprint last receipt
5. New Sale
6. Cancel Sale
7. Receipt hold list
8. Refresh receipt hold list
9. Delete line
10. Edit line
11. Product Sale and Purchase history
12. Choose attributes
13. Product search
14. Discount on total
15. Assign walking customers
16. Receipt notes
17. Barcode scanner
18. Touch keyboard('='- Payment, '+' - Increment quantity, '-' - Decrement quantity)
19. Product cart
20. Categories view
21. Products view
22. Quick Cash payment
23. Quick Debt payment
24. Quick Card payment
25. Quick Refund

Sales - Kiosk

This sale screens for Kiosk, Salon, Restaurant, Cafe, Hospitality etc..

Sales - Retail

This sale screens for Retail, Grocery, Supermarket, Hyper market, Pharmacy etc..

Edit Sales

This screen represents for modify receipts such as Search, Edit, Delete, Refund. Also Print and Invoice receipts from here.

Purchase

Purchase - Standard

This is a standard purchase screen

1. Add supplier
2. New purchase
3. Cancel purchase
4. Purchase hold list
5. Delete line
6. Edit line
7. Product Purchase history
8. Choose attributes
9. Print Barcode
10. Upload bulk of products to cart using excel
11. Purchase inputs such as Invoice no, Date, Warehouse
12. Product search
13. Discount on total
14. Touch keyboard('='- Payment, '+' - Increment quantity, '-' - Decrement quantity)
15. Product cart
16. Product filter
17. Categories view
18. Products view
19. Quick Cash payment
20. Quick Debt payment
21. Quick Card payment
22. Quick Refund
23. Barcode scanner

Purchase - Retail

This purchase screens for Retail, Grocery, Supermarket, Hyper market, Pharmacy etc..

Customer Payment

This screen represents for collect the customer debts. Allow Bill to Bill payments and Print diary also.

Supplier Payment

This screen represents for collect the supplier credits. Allow Bill to Bill payments and Print diary also.

Payments

This screen represents for pay general incomes and expenses through Cash or Bank.

Closed cash

This screen represents for the summary of day to day payments. Allow Print summary and Close cash.

Customers

This screen represents for manage customers by giving all of its informations.

Suppliers

This screen represents for manage suppliers by giving all of its informations.

Stock

This screen represents for manage complete inventory.

Sales - Report

This screen represents for view sales reports.

Purchase - Report

This screen represents for view purchase reports.

Maintenance

This screen represents for manage users and its roles. Also it includes database backup and restore.

Presence Manager

This screen represents for manage employees such as Leaves, Breaks, Dialy presence, Dialy schedule and Dialy Preformance.

Accounting

This screen represents the complete accounting.

Tax Summary

This screen represents the amount should be payable to central government.

System

Change Password

This screen represents the user can modify PIN.

Configuration

This screen represents the whole configuration of application.

Printers

This screen represents the receipt view of entire receipts.

Check In/Out

This screen represents the employee check in and outs. This system force the employee to checkin at the time of Logon and checkout at the time of Logount.

Logout

This screen represents the Logout. When user click right hand side user named button then application will logout.

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