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User Preferences

Point of Sale User Preferences define the features and functions that are available to each user when they enter sales. Setting preferences for each user ensures that some users have access to a full range of features, while others are restricted to a sub-set of features.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Default salesperson

Select a default salesperson for this user. If the Point of Sale Control option Use customer default salesperson is:

Not selected, this defaults to POS Sales Entry.
Selected, the customer's default salesperson defaults to Sales Entry.

Default station

Select the user's default Point of Sale station for transaction entry. This applies primarily to remote users who log into Point of Sale using a terminal server and who must use the set up for a specific station. You must not include the terminal server as a Point of Sale station.

New line after inventory item selected

If you select this option, the cursor moves to a new sales entry line as soon as an inventory item code is selected on the previous line. This supports barcode scanning.

When an inventory item is selected, the line quantity defaults to 1, or to the item's available quantity if it is less than 1 but greater than 0, and the cursor moves to a new line. If you must edit the quantity, click the line quantity field again and update the quantity.

If you don't select this option, the cursor defaults to the line quantity (or location if preferences are set) field when an inventory item is selected.

Include location in the entry table

Select this option to include a location line field in Point of Sale Sales Entry, otherwise the location does not display at the line level.

Note: Even though the location is not displayed at line level, you can view and edit it on the Sales Entry Additional Line Details form.

Include discount % in the entry table

Select this option to include a Discount % line field in Sales Entry.

Note: Even though the discount is not displayed at line level, you can view and edit it on the Sales Entry Additional Line Details form. The discount percentage defaults to transaction lines from the Customer Maintenance form.

Include user in the entry table

Select this option to display the POS Username in the table during Sales Entry.

Warn on applying insufficient inventory

Select this option to display the Insufficient Inventory Available form when you enter a transaction if the quantity entered for the location exceeds the quantity available for the selected item.

Display parked document amount

Select this option to view the total value of a parked document when it is retrieved to a viewing table using the Options function.

Note: This could affect retrieval time so only select the option if you do specifically want to view the total at that time.

Display button icons

Select this option to display visual icons on the Transaction Entry buttons.

Saved document retrieval

Select this option to enable users to retrieve previously saved documents (quotes, invoices and returns) by entering or selecting the transaction reference number on the POS Sales Entry form. You can review retrieved documents in read-only format. If you don't select this option, the user can't retrieve previous transactions using this function

Note: You can view all transactions (and invoice source) at both customer and item levels using the AR Customer Maintenance and Inventory Item Maintenance forms. You can recall quotes using the Sales Entry Option Copy Quote, to be copied to a new quote/sale or converted to a sale.

If the Saved document retrieval option is selected, you can select:

All stations sales - Retrieve sales documents entered across all stations.
All stations returns - Retrieve returns documents entered across all stations.
All stations quotes - Retrieve quotes documents entered across all stations.

Delete documents

Select this option to delete a previously saved document by recalling it and clicking the Delete delete icon on the toolbar. This reverses the general ledger and balance transaction effects of the original transaction.

Non cash sales

Select this option to enable the user to enter transactions for customers with an account type that is not Cash Sale. If you don't select this option, the user can only enter transactions for customers with a Cash Sale account type.

Customer account setup

Select this option to enable the New Customer Sales Entry option for this user. This option is accessible from Sales Entry and enables users to set up a new customer on the fly. The view of the customer maintenance form is based on whether the POS Module Control AR online option is selected or not.

Returns entry

Select this option to enable the user to enter return transactions using Point of Sale Sales Entry. If you don't select this option, they cannot select Returns as an Entry type in POS Sales Entry.

Quotation entry

Select this option to enable the user to enter quote transactions using Point of Sale Sales Entry. If you don't select this option, they cannot select Quotes as an Entry type in POS Sales Entry.

Till totalling

Select this option to enable the Till Totalling Sales Entry option for this user. This option is accessible from Sales Entry and enables users to total sales, receipts and returns for a specified station and date range.

All stations parked documents

Select this option to enable users to retrieve parked documents from any station, not just the station they are logged into.

Only modify my parked document line items

Select this option to enable users to edit transaction lines in parked documents if the lines are assigned to them, otherwise they are read-only.

Sale limit value

Enter the maximum value you can enter for a single transaction in Point of Sale Sales Entry. Leave the value as 0 if there is no limit.

Credit limit override

Select this option to enable users to enter sale transactions for customers who have exceeded their credit limit. If this option is not selected, the user can't enter transactions for these customers.

Receipt limit override

Select this option to enable users to receive an amount that exceeds the maximum sale value specified for the receipt method on the Receipt Method Maintenance form.

If you don't select this option, a message notifies the user that the receipt value exceeds the allowable value for the selected method.

Maximum discount %

Enter the maximum discount you can give a customer on a sales transaction line. You can set it to a value between 0.00 and 100.00. The discount percentage for a sales line default initially from the Customer Maintenance form.

If this value exceeds the maximum discount percentage, the discount applies but the user can't edit it (or the price), regardless of any other parameters, unless the Authorised to override is also selected for the user.

Authorised to override

Select this option to enable users to change the maximum discount percentage specified.

If the maximum discount percentage is exceeded when you enter a transaction, warning messages appear but you can edit the percentage if this option is selected.

Recalculate values

Select this option to recalculate the price when a user edits the line quantity — for example, when quantity break prices are set up, and you want recalculate the price using the quantity change.

If you don't select this option, the price stays the same or retains a previous manual change, regardless of the quantity change.

Retain higher discount %

This option is enabled if Recalculate values is selected.

If you select this option, the discount value only recalculates if it exceeds the original value, if the user modifies the discount percentage and then the line quantity is subsequently changed.

If the original discount value was higher than the recalculation, or if this option is not selected, Greentree Desktop will retain the discount value modified by the user, regardless of the quantity change.

Retain lower price

This option is enabled if Recalculate values is selected.

If you select this option, the price recalculates if it is lower than the original value when the price is modified by the user and the line quantity is changed.

If the original price was lower than the re-calculation, or if this option is not selected, Greentree Desktop will retain the price that was modified by the user, regardless of the quantity change.

Location

Select this option to enable the user to select an alternative location when you enter a transaction. Locations default to transaction lines defined using POS Entry location logic, but users can change the default location.

Alternative locations are available if they belong to the same branch as the location of the station, unless the All branches option is also selected.

All branches

This option is enabled if the Location option is selected. Select this option to choose an alternative location for any branch. If the option is not selected, alternative locations are available if they belong to the same branch as the location of the station.

Prompt for unavailable inventory

This option is enabled if the Location option is selected. Select this option to notify the user when the line quantity exceeds the amount of inventory available in the line location. The user can select an alternative location using this form, and view inventory balances locations if additional user preferences allow access to these features.

Display quantities for all locations

This option is enabled if the Prompt for unavailable inventory option is selected. If you select this option, you an also select the All locations option on the Insufficient Inventory Available form to displays the available inventory at all locations.

Always display alternative locations

This option is enabled if the Prompt for unavailable inventory option is selected. If you select this option, there is an increased visibility using the Insufficient Inventory Available form of inventory balances in alternative locations, enabling the user to make an informed decision about selecting an alternative location.

Price

Select this option to enable the user to edit the price when entering a transaction.

Note: This option works with the Discount options outlined above. Maximum discounts and change authorisations apply.

Calculate discount on price change

This option is enabled if the Price option is selected and the Zero discount on price change option is not selected. If you select this option, the discount % recalculates when the price is changed, to represent a value that is required to reduce the original price to the edited (lower) price.

Example 1

The default price for the item is $100.00, and the default discount is 10%.

The user edits the price to $75.00.

The discount % updates to 25%, and the price field re-sets to $100.00.

The end result is that the price is $75.00 $100 less 25% discount).

If you don't select this option, the discount % will not recalculate when a price is edited.

Example 2

The default price for the item is $100.00, and the default discount is 10%.

The user edits the price to $75.00.

The discount % remains at 10%, and the price field remains at $75.00.

The end result is that the price is $67.50 $75.00 less 10% discount).

Zero discount on price change

This option is enabled if the Price option is selected and the Calculate discount on price change option is not selected. If you select this option, the Discount % field updates to 0 if the price is changed on a transaction line.

Allow zero price

Select this option to enable the user to enter a zero price for an inventory item during POS Entry. You can record the sale of free items relating to promotions — for example, buy one get one free.

Discount %

Select this option to enable the user to edit the discount percentage when you enter a transaction.

This option works with the Discount options outlined above. Maximum discounts and change authorisations apply.

Reset price on discount change

This option is enabled if the Discount % option is selected. If you select this option, the price will be reset to its original default value if the user changes the discount percentage after previously editing the default price. This is applicable if the discount change is the one that overrides the earlier price change.

Example

The default price for the item is $100.00, and the default discount is 10%.

The user edits the price to $75.00.

The discount % updates to 25% if Calculate discount on price change is selected, and price re-sets to $100.00.

The discount % updates to 0% if Zero discount on price change is selected, and price remains at $75.00.

The user now edits the discount to 20%.

The price re-sets to $100.00.

Price level

Select this option to change the default price level when entering a transaction. You can change this on the Additional Line Details tab on the POS Sales Entry form.

Unit measure

Select this option to change the unit of measure for the inventory item when you enter a transaction. For example, change it from the (default) selling unit of measure to the stocking unit of measure. You can change this on the Additional Line Details tab of the POS Sales Entry form.

Tax code

Select this option to change the tax code when you enter a transaction. You can change this on the Additional Line Details tab on the POS Sales Entry form.

Tax %

Select this option if you can change the tax % when you enter a transaction. You can change this on the Additional Line Details tab on the POS Sales Entry form.

IN Maintenance Options

These options only display on the preference form if the POS Module Control option IN on-line is not selected. Selecting each option enables the user to access the features from the POS Inventory Item Maintenance form.