Setting up the Cash Register

The DEACOM Cash Register application is maintained as a separate executable within the main application folder. The application is designed to run on Windows-based terminals that can be linked via a network to the main Cash Register or POS server. Additional setup steps must be performed within the main DEACOM application. This page details the processes necessary to use the DEACOM Cash Register application.

Configuration

The process for setting up and installing the Cash Register is the same as configuring the Cash Register. Therefore, everything necessary for configuring the Cash register is contained in the process sections below. Unless otherwise noted, all process steps below are required.

Process

Configuring Appropriate System Options

  1. Navigate to Sales > Options.
  2. On the "Cash Register" tab, define POS gain/loss and POS paid in/out accounts. Indicate the appropriate communication port numbers for any barcode scanners and/or price displays that will be used in connection with the Cash Register application by populating the "Cash Drawer COM", "Price Display COM", and "Barcode COM" fields. For additional information on these fields visit Sales > Options > Cash Register. Set the "Price display text", "POS payments text", and "POS command set" fields. Optional: Users may also define a default Bill-to Customer in the "Default POS Bill-to" field via the Cash Register tab in Sales > Options. This Bill-to will provide the default on the order entry form but may be overridden by selecting another Bill-to Customer from the pick list. Also, the "Prompt For Print Copies" field, which allows users to select the number of POS print out copies will be printed, may be selected if desired.
    1. Note: A default POS Bill-to may also be setup up on the Sales tab of the Facility record. The system will use the default from the Facility record first before checking to see if a default exists in system options.

Creating Payment Types

Payment Types define the accepted methods by which payment will be received during the invoicing process within DEACOM.

  1. Navigate to Accounting > Maintenance > Payment Types.
  2. Click the "New" button to display the "Edit Payment Type" form.
  3. Enter a value in the "Name" field and fill in any additional field as needed. The "POS Payments" account will need to be indicated for any Payment Types that will be used to receive payment in the POS Application. Also, the "Show on Cash Register" checkbox must be checked in order for Payment Types to be used in the POS/Cash Register application.
  4. Create steps 2-3 if multiple payment types will be used in the POS Application.
  5. Finally, identify a Payment Type that will be used for the end of day reconciliation process. See the "Payment Types" encyclopedia page for additional information.

Creating Registers

Registers are used to keep multiple cash drawers separate starting with version 15.05.013. While previous DEACOM reconciliation was tied to Payment Type and Facility, this new option is especially helpful for drawers that are reconciled individually and at separate times throughout the day. Registers can be reconciled and any variances balanced so that the next user starts with a known balance. Registers are both tied to specific Facilities and adhere to User Restrictions. This means that if a cashier switches from operating a Register within their restricted facility to operating a Register tied to a Facility that they are not allowed to transact in, the system will prevent the user from logging onto the POS with that Register.

  1. Navigate to System > Maintenance > Registers.
  2. Click "New" to open the Edit Register form.
  3. Enter a name that will uniquely identify the Register from others, if needed.
  4. Assign a Facility to the record, which will indicate in which store the Register will be used.
  5. Ensure the "Active" flag is checked and, if this should be the default Register used in the POS, check the "Default" flag as well.
  6. Save and close the form to create the Register.
  7. Repeat steps 2-6 as needed if multiple Registers are being used.

Assign multiple printers/scales to a register

Beginning with version 17.00, users have the option to assign multiple printers/scales to a register.

  1. Add '/CashRegister' to the end of your url.
  2. Notice default register
  3. Login (you may need to add a pin code to your user)
  4. Click Settings
  5. Notice that your default printer is selected.
  6. Change 'Print To' to Printer
  7. Open up printer selections and notice selections are filtered to just options listed in the Edit Register form
  8. Open up scale selections and notice selections are filtered to just options listed in the Edit Register form.
  9. Return to the main app and create a register without any printers/ scales
  10. Go to the pos system, login to the register and navigate to the settings. Notice that Printer combobox has all printer options and that all scales are available.

Logging in to the POS System

Beginning in version 15.05.032 DEACOM uses a cookie to automatically store a user's company database and Register at login time. The cookie will then be used for subsequent logins. This makes selecting the wrong Register and company database less likely.

  • Note: If a default Register is set this will be used instead of the Register supplied by the cookie.

Creating Restricted Login Accounts

Login accounts need to be created that will be restricted by each store or retail location. The Cash Register application was designed to be used with user restrictions. The concept uses Facilities in DEACOM to represent stores. Users are then restricted to the store where they will work. This allows companies to set up a user with access to only pricing and inventory related to one specific store.

Note that if a user sets their own restrictions, they will not to be able to remove the restriction when logged in as themselves.

  1. Navigate to System > Maintenance > Users.
  2. Click the "New" button to display the "Edit User" form.
  3. Fill in all required fields, marked in blue, and other additional fields that are necessary.
  4. If necessary, the "Edit Access" button can be clicked to verify or modify an individual user's privileges. We recommend using User Group access primarily, with individual user rights acting as exceptions.
  5. Click the "Save" button.
  6. Click the "Restrictions" button on the "Edit Data" form. User Restrictions may also be accessed via System > Maintenance > User Restrictions.
  7. Select a value in the "Facility" field that represents the store where the user will be working.
  8. Click the "Save" button to complete the process.

Using Numeric Logins

  1. Navigate to System > Maintenance > Users.
  2. Select the User that needs a PIN assigned and click "Modify".
  3. On the Edit User form, enter a value in the "PIN Code" field. This number will be used to log in to the Cash Register.
  4. Click "Save" and "Exit" to commit the changes and close the form.

To test the PIN, open the Cash Register. If the Log in screen is requesting a Username and Password, click the "Switch" button so that a pin pad appears. Enter the PIN Code assigned and click "Continue". If successful, the application will display the form to enter a new order.

Configuring the Session Settings

  1. Log into the Cash Register.
    1. When running classic versions of DEACOM, the DEACOM Cash Register application is launched via the "cashreg.exe" file located in the main DEACOM application folder. Note that companies must obtain the appropriate number of cash register licenses when using this application. Please contact DEACOM Support for additional information on licensing.
    2. When running web versions of DEACOM, the cash register is accessed by typing "/CashRegister" at the end of the URL.
  2. Click "More" then "Settings".
  3. Select the desired "Print To" and "Printer" where all generated documents should be sent.
  4. Select the Register that is being used for the session, ensuring it is one that adheres to any Restrictions set on the user. If a Register is selected, only transactions occurred against this register will be displayed.
  5. Select a Scale, if one is being used for sales. For more information on this option, refer to the "Using scales in the POS application" section of the Entering POS Orders page.
  6. Save the changes and close the form to begin transacting.

Configuring POS Buttons

  1. Navigate to Sales > Maintenance > POS Buttons.
  2. Click "Add" to add a new button or select an existing button and click "Modify".
  3. Select the Function for the button to perform.
  4. Optional: select a Category, Sub-category, and Override Caption.
  5. Check the "Active" flag to ensure the button appears on the POS system.
  6. If the buttons should appear in a different order then they are currently listed, click the "Sort" button.
  7. Use the "Move" buttons as necessary to reorganize the buttons based on the order they should appear on the POS, then click "Save" and "Exit" to save the order.
  8. If more buttons are necessary, click "Next", otherwise click "Save" and "Exit" to save the changes and close the form.

Creating Graphical POS Buttons

An optional feature, POS Buttons allow users to assign graphical images that represent items to the DEACOM point of sales application. This option is only available in web versions of DEACOM.

Uploading Item Pictures

Item pictures allow customers to identify a category/sub-category of items by graphical pictures when using the Deacom point of sale application. This option is only available in web versions of DEACOM. The idea is that individual pictures will be uploaded to the appropriate items in the category/sub-category and then POS buttons will be created for each category/sub-category as required.

  1. Navigate to Inventory > Maintenance > Item Pictures.
  2. Click the "Add" button to display the Edit Document Entry form.
  3. In the name field, select the appropriate image to upload.
  4. Next, enter a description of the image if desired.
  5. Select a document category in the field of the same name. Document categories are used to define and group sets of documents that share common characteristics. Document categories are maintained via System > Maintenance > Document Categories.
  6. Once all the information is entered, click the Save button.
  7. Next, navigate to Inventory > Item Master.
  8. Select the appropriate item master on the item master pre-filter and hit the "Modify" button.
  9. Click the "General 2" tab on the item master record.
  10. In the item picture field, select the appropriate item picture created previously in these instructions.
  11. Next, take note of the item category or sub-category of the item to which the item picture has been added.

Adding Item Pictures to POS Buttons

  1. Navigate to Sales > Maintenance > POS Buttons.
  2. Click the "Add" button to display the Edit POS Button form.
  3. Set the "Function" field "Item Selection"
  4. Select the appropriate Category/Sub-category desired.
  5. Select an "Override Caption" if desired.
  6. Hit the "Save" button to complete the process.

Once POS buttons have been created, the system will display these buttons of the right-hand side of the POS display. The buttons will represent the item Categories and Sub-categories that have been identified on the Edit POS Button form. Once users click the appropriate Category or Sub-category, all the items with item pictures on their item masters will be displayed on the POS screen. Double-clicking the appropriate image will automatically add this item to the sales order. This process mimics the process by which users manually enter lines on sales orders in DEACOM. The DEACOM Pricing Hierarchy and any other item/quantity parameters will be applied.