Introduction

This article focuses on the essential iVendNext settings for retail operations. It is specifically designed to understand and configure iVendNext effectively. The article will emphasize the following settings:

1. POS Invoice Posting Settings in Company Setup

2. POS Profile

3. POS Terminal

4. POS Shift Profile

5. User

1. Company Setup: POS Invoice Posting Settings

The Company Setup is where you establish the foundation for your business in iVendNext. One crucial aspect of this setup, particularly for retail businesses, is the POS Invoice Posting Settings section. This section governs how sales transactions from your POS system are integrated into your accounting records.

You have three options for posting POS invoices:

• One to One - Real Time Posting: This option updates your ledger immediately as each transaction occurs at the POS terminal. This provides real-time visibility into your sales and financial data.

• One to One - On Shift Closure: This option posts each POS transaction to the ledger when the cashier closes their shift. This allows for a batched update of transactions at the end of a shift.

• Rollup Posting - On Shift Closure: This option consolidates multiple sales into a single POS invoice or sales receipt at the end of a shift. Similarly, expenses are rolled up into a single purchase or bill. This method simplifies accounting by reducing the number of entries.

The choice of POS invoice posting method depends on your business needs. Real-time posting offers immediate insights, while shift closure posting provides flexibility and potential efficiency.

Note: POS Invoice Posting settings can not be changed until the day is closed. 

2. POS Profile

The POS Profile is a central configuration for your POS system, defining various operational aspects. It acts as a template for your POS terminals. To access the POS profile settings in iVendNext: Navigate to: Home > Retail > Point of Sale Profile to access the POS Profile.

Key elements of a POS profile:

The key elements of a POS Profile are covered below:

General Information: 

This includes the POS profile name, the associated store, company, any ongoing campaigns, and the interface profile used for the POS terminal. 

Payment Methods: 

This defines the payment methods that customers can use, such as cash, credit cards, and gift cards.

Configuration: 

This section includes options to control the display of images and unavailable items on the POS interface, and automatically adds specific items to the shopping cart. It also offers settings for stock validation upon saving, hiding expected amounts, and overriding pricing rules.

Filters: 

This section allows for the filtering of items and customers based on item groups and customer groups, streamlining transactions.

Print Settings: 

This allows the mapping of print formats to the POS profile, which determines the appearance of receipts and other printouts.

3. POS Terminal

A POS Terminal is the physical point where sales transactions are processed. In iVendNext, the POS terminal settings link the physical terminal to the software system. To access the POS Terminal in iVendNext: Navigate to: Home > Retail > POS Terminal.

Key POS Terminal settings:

The key POS Terminal settings are covered below:

• Name: A unique identifier for your POS terminal.

• Company: The company associated with this POS terminal.

• Store: The store or warehouse where the POS terminal is located.

• Hardware Profile: This links the POS terminal to the specific hardware configuration, including printers, scanners, and cash drawers.

4. POS Shift Profile

A POS Shift Profile is used to manage the operational details of a cashier's shift at a particular POS terminal. It includes settings for:

• Float Amount: The starting cash amount in the cash drawer at the beginning of the shift.

• Variance Allowed: The acceptable difference between the system's calculated cash total and the physical cash count at the end of the shift.

• Count Required on Shift Close: Whether the cashier is required to perform a cash count at the end of the shift.

• Warning Level and Lock Out Level: These settings define thresholds for cash discrepancies. The system can issue warnings or even lock the POS terminal if the cash variance exceeds these limits.

By configuring these settings, you can establish controls for cash management and ensure accountability during each cashier's shift. To access the POS Shift Profile in iVendNext: Navigate to: Home > Retail > POS Shift Profile.

5. User

In iVendNext, a user represents any individual who interacts with the system. This could be a cashier, manager, administrator, or even an external customer. Users are assigned roles and permissions to control their access to different parts of the system. To access the POS Terminal in iVendNext: Navigate to: Home > User.

Key User Settings:

The key User settings are covered below:

• Enabled: Determines whether the user account is active and can log in.

• Email: The user's email address, used for communication and login.

• First Name, Middle Name, Last Name: The user's personal information.

• Username: A unique identifier for the user within the system.

• Roles and Permissions: This determines the specific actions the user is allowed to perform within the system. For example, a cashier role might have permissions to process sales, while a manager role could have additional permissions to view reports, manage inventory, and change settings.

Correlation Between POS Profile, POS Terminal, and POS Shift Profile

The POS Profile, POS Terminal, and POS Shift Profile work in conjunction to manage your retail operations effectively.

• The POS Profile is a template that defines the operational behavior of the POS system. It dictates factors like accepted payment methods, print settings, and various configurations.

• The POS Terminal represents the physical point-of-sale device. You link a specific POS Profile to a POS Terminal, ensuring the terminal adheres to the defined operational rules.

• A POS Shift Profile is associated with a User and a POS Terminal. This profile manages the cashier's shift, including opening and closing procedures and cash management settings.

Summary

Understanding these five key settings in iVendNext is essential for successfully configuring and managing your retail operations. By carefully configuring each setting, you can streamline transactions, ensure accurate accounting, and maintain control over your business.