Working with documents on POS workstations

To be able to preview, add, modify or delete a document on a POS workstation, the operator must possess appropriate permissions to objects which are granted in the Comarch ERP Standard system.

Depending on the setting of the parameter Method of Searching for Documents, available in the POS workstation configuration, in the Comarch ERP Standard system, documents can be searched:

• locally, in the database of the POS workstation
• locally and in the ERP system

After opening tab Documents on the form of a given center/company, it is possible to open for editing any document type in order configure different parameters which are used also on POS workstations, e.g., VAT direction.

Trade documents

Once the tile [Trade Documents] is selected, the application displays the list of all trade documents issued on a given POS workstation. To issue a receipt or invoice, it is necessary to click on the tile [New document].

In trade documents, the due date is set as the current date. In the case of payments without deposit, the due date is retrieved from the customer form (Trade tab) in the Comarch ERP Standard system.

To be able to add corrections of documents, the user must possess the permission Validation of refund which is granted in Comarch ERP Standard. It is not possible to confirm a correction without specifying it reason. Clicking on [Reason for Correction] button opens window for selecting values which are defined in Comarch ERP Standard system in Reason for Corrections generic directory.

Orders and quotes

The list of available sales orders is displayed upon clicking on tile [Sales Orders and Quotes] in the main menu. In the case of sales orders, it is also possible to process orders issued originally in Comarch ERP Standard and Comarch e-Shop systems. This allows a user to comprehensively handle orders submitted by a customer in a given store or other subsidiary of a company or in online store. Moreover, Comarch Retail POS application enables full or partial processing of sales orders, in case if, for instance, a customer resigns from a given item or that item is not available in a warehouse.

Sales quotes issued in Comarch ERP Standard are handled both in Comarch ERP Standard and at POS workstations. It is not possible to retrieve quotes issued in a different store. All confirmed SO, issued in the center to which a given POS workstation is attached, are uploaded to that POS workstation from Comarch ERP Standard.

Sales orders from Comarch ERP Standard or issued in other subsidiaries (on other POS workstations) are visible on the list of sales orders if

• their status is Confirmed, Processed or Pending and their owner is a center to which the given POS workstation is attached
• center to which the given POS workstation is attached or a warehouse available in that center is specified as pickup point and their status is Confirmed, Processed or Pending
• store/center to which the given POS workstation is attached is specified as pickup point and their status is Confirmed, Processed or Pending

Pickup point can be selected in the header of sales order form, both in Comarch ERP Standard and in Retail POS. Pickup points are defined in Comarch ERP Standard only.

If a sales order synchronized with a POS workstation is closed, canceled or modified in Comarch ERP Standard system, such changes are also synchronized to that POS workstation. Therefore, it is possible that order document with status Closed or Canceled is displayed on the list of sales orders in the application.

On a POS workstation, it is not possible to exclude order items from processing, but the user of the application can continue processing a document that has been modified in this way. Changes made in Comarch ERP Standard system that pertain to excluding items or modifications in a confirmed SO document are transferred to Comarch Retail POS. Modification of a confirmed order and excluding items from processing require a special permission.

Operations performed with regard to:

• orders issued in Comarch Retail POS and synchronized in Comarch ERP Standard,
• orders issued in Comarch ERP Standard and transferred to a POS workstation,
• synchronized orders issued on another POS workstation,

require connection with Data Service. In the case of such orders, an attempt to:

• change the status,
• open,
• close,
• cancel,
• generate a receipt, sales invoice, advance sales invoice,

will create online connection with Comarch ERP Standard in order to verify the possibility of performing a selected operation, to activate the blockade, and to retrieve the current version of the order. If the blockade of the sales order is active (activated on another workstation or in Comarch ERP Standard system), the user will receive the following message while trying to perform one of the abovementioned operations: “The operation cannot be performed. The document is being modified on another workstation”.

With the online handling active, order versions should be the most current in Comarch ERP Standard. Blocking an order while performing a particular operation guarantees that the order will not be meanwhile modified in a different place (from the level of Comarch ERP Standard or another POS workstation). The blockade is deactivated once the operation is finished.

If there is no connection, it is still possible to:

• issue a new order, generate trade documents to it, and modify it
• issue trade documents for an order synchronized from Comarch ERP Standard. These documents will not be associated with the order and advance invoices will not be created. However, in this case it will be possible to enter a given order number in a receipt or invoice, owing to which the associated documents could be easily identified later on

SO documents that have the status Unconfirmed are not synchronized on POS workstations.

If there is no connection with Data Service, the following message will be displayed upon generating trade documents to a synchronized sales order: “Connection with data service is not established. The document will not be associated with the order and advance payments will not be deducted. Would you like to continue?”. If the option Yes is selected, the generated document displays the number of a SO document in order to make it easier for the operator to associate the documents later.

 Warehouse documents

The tile [Warehouse Documents] displays the list of warehouse documents issued in the Comarch ERP Standard system within a given POS workstations. The list contains both receipt and release documents.

Warehouse movement documents can be generated and handled between the Headquarters and warehouse subsidiaries in two ways:

• By generating a WM- document in Comarch ERP Standard and processing it further at POS workstation. This option is used in companies running a central resource allocation unit
• By generating a WM- document at POS workstation for both the Headquarters’ warehouse and other subsidiary warehouses. If this is the case, movements of warehouse releases and receipts are handled at POS workstation

A single warehouse can only be available for WM- documents within a single center to which POS workstations are attached. More information regarding sharing a warehouse for WM- documents can be found in article Adding new POS workstation.

For WM-/WM+ document to be uploaded to POS workstation, it should fulfill one of the following conditions:

• WM- is unconfirmed with selected parameter Process in POS and a source warehouse associated with a WM- document issued in the center to which POS is attached
• WM- is confirmed with a source warehouse assigned to a WM- document in the center to which POS is attached. In this case, uploading of certain quantity from a shop is forced by the Headquarters
• WM- is confirmed and issued for a target warehouse in the center to which POS is attached. The warehouse must be assigned to WM+ document in the same center
• WM+ is confirmed and issued for a target warehouse assigned to WM+ document in the center to which POS is attached

The functionality of receiving and releasing deliveries is available for users having permissions to modify warehouse movement documents and receiving and delivery report (in case of receiving deliveries).

A WM- document, issued in Comarch ERP Standard, receives appropriate document number. During its confirmation in POS, it is renumbered according to the POS numbering. Its previous number is registered in Source Number field, which makes possible to find the associated WM- documents both at POS workstation and in Comarch ERP Standard.

Cash register documents

The list of CD/CW includes all cash register deposits (CD) and cash register withdrawals (CW) issued manually on a POS workstation, that is, not associated with a trade document, e.g., a receipt or a sales invoice.