The fields available on the first Page of the Products Dialog are as follows:-

Description
The description is the text that appears in SELLmatix and on the customer receipt. This field is normally required.

Alt Desc
The Alternate Description is designed for use in restaurants where multiple languages are used. For example, if orders were taken in English, but the kitchen staff spoke another language such as Thai, the name of the item in Thai could be entered in the Alternate Description, and orders on the kitchen printers could print using this Alternate Description. The screen shot above shows an example of an alternate description in Thai. This field is not required.

Barcode/PLU
This is the barcode number of the product or the PLU (price lookup Unit) number for the item. Sometimes this is referred to as the SKU number.

This is the main way in which SELLmatix identifies a product. This field is typically the UPC/EAN number of the barcode, which is printed on the product's packaging. In some cases however a different product numbering system will be used. This field is required.

Alias for PLU#
This field is used where there might be more than one barcode for a particular item, but sales to all barcode numbers for the item need to be tracked as if they were a single barcode.

Examples where this is useful include special promotional packaging of an item which might include a bonus such as a glass with a bottle of whiskey, and a different barcode number is used. Or, where product comes from different manufacturing plants and carries a different barcode number.

This field can only be entered when the Product Type is an Alias.

There can be any number of alias PLU's pointing to a single master PLU.

Alias PLU's can even point to other Alias PLU's, provided that an actual product is found less than 10 levels down. If SELLmatix searches more than 10 levels of Alias PLU's before finding an actual item that can be sold, it assumes that there is a circular referencing of Alias PLU's and generates an error.

Department
Each product in SELLmatix belongs to a department. Departments are product groupings and sales of all products in a department are available. In a Back Office System it is often desirable to be able to report on activities within a department. SELLmatix requires that at lease one department be set up, and all products must belong to a department.

Product Type
This field indicates what method is used to price this product. The default setting is for Unit Priced, which indicates that the price is a price for each one of these products.

When Weighed pricing is specified and the item is sold, SELLmatix will assume that the product has been placed on an Electronic Scale connected to the POS, and it will interrogate the scale for the weight of the item. The weight reported by the scale is treated as being the quantity purchased and multiplied by the price.

Barcode Price indicates that the price of the item is encoded in the Barcode that has been scanned. This is typically used with Barcode Printing Electronic Scales, which are not connected to the POS. For example, in a Deli Section of a Supermarket, a block of cheese may be cut to order for a customer, weighed by the scale that prints a barcode label that is then attached to the packaging. At the checkout, this barcode is scanned and the price encoded in the Barcode is charged. Barcode Scanner Options in SELLmatix POS must be set up correctly to identify such products.

Wet stock indicates that the item is a liquid, normally a petroleum product that is dispensed through a pump controller connected to the POS. When an item is flagged as being a Wet stock, SELLmatix interrogates the electronic pump controller connected to the POS for the quantity and price to be charged. This feature is typically used in Self Serve Petrol Stations. Due to the volatile nature of petroleum products and the risks involved should an accident occur, these environments are very highly regulated in most countries, and are also quite different electronically. Only a limited range of pump controllers are supported by SELLmatix, and regulatory approval for use of other devices is usually a long process which is not justified unless there will be a large number of sites using the devices.

Product Alias indicates that this item is to be treated as if it were another item. When a product which is Product Alias is sold, SELLmatix looks up the Alias # that has been specified for the product, and processes the sale as if that product had been selected. The only fields that are used for Product Aliases, is the Product Type (to identify that it is an alias) and the Alias Number.

Output Orders To
This option is designed for situations where an item, when sold, needs to be prepared in some manner by other staff. Any one of up to 9 different devices can be selected, and the default is that orders are not printed on anything.

This would typically be used in a restaurant or fast food outlet. Items selected from the refrigerator such as drinks would not print on anything, however the Pizza ordered would print on a kitchen printer.

Some sites need orders to be printed on multiple printers. More than one printer can be used where this is required.

Show on Sell Menu
If this flag is set, and the department to which the product belongs also has this flag set, and Sell menus are enabled, then this product will appear on the Sell Menu, and can be sold in this manner.

This flag is used by PocketPos for processing order on a Pocket PC is a restaurant, as is optionally available in SELLmatix POS. Using a sell Menu is only practical where there are relatively few items that are sold in this manner. If there are more than 15 departments which have more than 20 items in each department which appear on the Sell menu, then navigation becomes difficult.

Selling Prices
SELLmatix supports up to 5 different price levels. Different price levels may be required in one or more of the following situations:-

• Happy hour where prices are reduced at a given time of day.
• Different prices are used in different areas of an establishment. For example, in a Hotel, one price may be charged in the Public Bar, another in the Lounge Bar, another price charged in the Restaurant and so forth. In this case you would set the price of each POS system as appropriate.
• During price changes where items went onto special promotional prices, and other came off special. In this case the new prices could be set in a different price level, and updated on the POS, and then at the appropriate time the price level changed to the new price level.

If during a "Happy hour", only the prices of a few items are changed, then only the items where the price changes need to have other price levels entered, because SELLmatix will automatically fall back to the next appropriate level.

Items with no price are particularly useful where common modifiers are used in food preparation. In this way, an "item" can be set up to be "No Chile" with a zero price, and this can print on kitchen printers etc.

Allow Manual % Discounts
If this box is checked, and the Clerk has permission to do so, they can manually specify a percentage discount for this item.

Allow Price Overrides
If this box is checked, and the clerk has permission to do so, then the price for this item can be manually overridden at the POS.

Allow Customer Department Discount
If this box is checked then customer department discounts can be used for this item. This box should normally be set and the discounting controlled through the department records and customer records. You may wish to uncheck this box if the item has a particularly small profit margin which means that you can't offer the same discount for this item as you would for other items in the same department.

Price inc. Tax
This field indicates whether the Sale Price includes any applicable retail tax such as VAT, IVA or GST. There are 3 possible setting for this field. These are Yes, No, or Department Default. If the Department Default is used, then SELLmatix will use the setting in the appropriate Department to determine whether the price includes tax. One of these three options must be set for each product.

Under normal circumstances, you should set this option to the department default because most items in the department will have the same setting, and if changes need to be made, with the department default option you would need to make one change in the department record instead of changing every product record.

Use Tax Code
If this box is checked, the tax calculations will be made according to the selected rate in the tax rate table. If this option is not set, then the item tax % will be used.

You should normally have this box checked, and use a rate in the tax rate table, because if the tax changes, then you will only need to make one change to the tax rate table instead of changing every product record.

Item Tax %
This is the percent amount of retail tax (VAT/IVA/GST) that applies to this product. This field can only be entered when the Use Tax Code is unchecked.

Tax Code
This is the Tax Code of the record in the Tax file which should be used for calculating the tax for this product. This field can only be entered when Use Tax Code is checked.

Product Buying Information

Supplier Code
This field identifies the supplier of the product. This field is not used by SELLmatix but may be useful for importing and exporting data with a back Office System, or useful information to be able to view or have printed on a shelf label.

Supplier Name
This field contains the name of the supplier of the product. This field is not used by SELLmatix but may be useful for importing and exporting data with a back Office System, or useful information to be able to view or have printed on a shelf label.

Supplier Part Number
This field contains the part number as used by the supplier, and is typically used when ordering product. In many cases this is different from the part number used when selling the item. When selling the item the barcode printed on the product packaging is normally used. But when purchasing an item, you may order a carton containing 24 or some other number of these items, and the carton would generally have a different code.

This field is not used by SELLmatix but may be useful for importing and exporting data with a back Office System, or useful information to be able to view.

Source Flag
This flag is not normally used, but can be used where most of the merchandise is supplied by a single warehouse which maintains product masterfiles and pricing, but where some of the items come from other suppliers. An example where this may be of use is with independent grocery stores.

Buy Unit
This field contains the number of units in which the item is bought. For example, if the product comes in boxes containing 8 items, then the Buy Unit would be 8.

Buy Min Qty
If the supplier required that the minimum purchase quantity for the item was 3 boxes, and each box contained 8 items, then this field should be set to 24.

Reorder Level
This field contains quantity on hand at which a Reorder should be made. This is not used by SELLmatix, but could be useful when using a spreadsheet to generate reorder lists.

Cost Price
This is the cost price which is paid to the supplier when items are bought. This is not used by SELLmatix, but may be useful with a back office system or for analysis purposes.

Adjusted Cost
This is the adjusted cost price of the goods including other components such as freight etc. As such it represents the actual landed cost of the merchandise, as opposed to the price paid to the supplier.

This field can be useful if using exported transactions to calculate gross profit reports in a spreadsheet.

Product Stock Information

Track Qty?
This field should normally be set to "Dept Default", because most items within a department will operate in the same way, and when changes are required you will be able to make one change in the Department Record instead of changing every product record.

If this flag is set to Yes, or the setting for the department is yes, then SELLmatix will deduct sales of the item from the Quantity on hand.

For items which are made (meals in restaurant for example) this flag should not be set, because large negative quantities will build up in the Qty On Hand field.

If you are using another back office system to process inventory, then this flag should not be set, as SELLmatix will not be used to record stock deliveries in that case and large negative quantities would accumulate.

Qty on Hand
This shows the quantity of these items which are in stock. If SELLmatix Control is tracking the Quantity for this item, this quantity is reduced when sales are paid for.

This Qty on Hand, is not necessarily the quantity available to be sold, because this quantity is not reduced when an item is ordered, but when the item is paid for. For example, if there was stock of 24 items, and 10 of these had been supplied to tables in a restaurant, but not yet paid for, the Qty on Hand would still be 24, and the Qty Alloc'd would be 10 leaving an available stock of 14.

Qty Alloc'd
This shows the quantity of items allocated but not yet paid for (finalised). In a restaurant environment, when an item is ordered, and supplied to the customer, it is added to the quantity allocated. Later, when the sale is paid for the Qty Alloc'd is reduced along with the Quantity on Hand.

Category Code
This field is not used by SELLmatix and is not normally useful. In some cases however this information is supplied along with masterfile data from major suppliers, and this information needs to be preserved for possible future use. Where this is not the case, this field could safely be used to record any other information.

Core Range
This field is sometimes used to indicate that an item is a key product that must be carried. In some cases, detailed analysis might be done to reduce the range of items stocked eliminating low profit items. In a supermarket, however, bread would be considered a "Core Range" item which could not be eliminated no matter how low the margin.

This field is not used by SELLmatix and is not normally useful. In some cases however this information is supplied along with masterfile data from major suppliers, and this information needs to be preserved for possible future use. Where this is not the case, this field could safely be used to record any other information.

Slow Move
This field is sometimes used to flag items which sell slowly and have a longer restocking cycle than most items. For example, most items may be able to have the stock replenished in 7 days, but some items require 30 days to have orders filled.

Fineline Class
This field is not used by SELLmatix and is not normally useful. In some cases however this information is supplied along with masterfile data from major suppliers, and this information needs to be preserved for possible future use. Where this is not the case, this field could safely be used to record any other information.

TUN Code
The Trade Unit Number Code is not used by SELLmatix and is not normally useful. In some cases however this information is supplied along with masterfile data from major suppliers, and this information needs to be preserved for possible future use. Where this is not the case, this field could safely be used to record any other information.

Shelf Label Required
This flag indicates whether a shelf label showing the price is required. Few retail stores running SELLmatix will have individual price labels attached to a product, but will instead have a barcode printed on the item's packaging and one price and description label attached to the shelf where the item is on display. When prices change, it is only necessary to change this one label instead of re-labeling each item.

In many countries, there is a "Scanning Code of Practice", and sometimes a legal requirement, relating to instances where the price scanned at the POS is different to the price on the shelf label. When the price charged is lower than what is on the shelf label, there is no problem, because the customer benefits. If the price scanned is higher, however, often the customer is entitled to the item at no charge.

Often price updates include both price increases and price decreases. To handle this situation, SELLmatix flags whether a price has increased or decreased. When prices are updated, it is recommended that the retailer print new shelf labels for price-increased good and apply these shelf labels before updating the prices on the POS. After updating prices on the POS, shelf labels for items which have had price decreases, should be printed and applied in the store. In this way customer problems are eliminated.

Prod Label Format
In cases where you do need to print product labels which are attached to each item, you can use different label types. This option allows you to specify the type of product label to be used for this item. This option applies only where you use a special label printer which allows printing of labels as the details are edited. If labels are to be printed later in a batch on a page printer, then the label format is selected at the time the batch job is printed.

Prod Label Qty
This is the number of product labels to be printed, which may be different from the quantity on hand. If the "Print Prod Label" button is clicked and a special Label printer is installed, the number of labels in this box will be printed, and this field will be cleared. If this button is not clicked, then this quantity is saved, and the labels can be printed later in a batch.

Print Shelf Label
Clicking this button will print a single shelf label if a special label printer is installed.

Print Prod Label
Clicking this button will print product labels if a special label printer is installed.

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Department Name
This is the department name that will appear on X-Read and Z-Read Reports. All products must belong to at least one department.

Department Code
This 3-digit code, which SELLmatix uses internally to identify the department. This code must be unique for each department.

Custom Field 1
This code is not used by SELLmatix, but is contained in the transaction data exported to the Back Office System. It is designed to be used to allow transaction data to be posted to a separate General Ledger Account for each department.

Three separate Custom Fields are available which could be used to specify GL accounts for Asset, Income and Cost of Goods Sold.

Custom Field 2
This code is not used by SELLmatix, but is contained in the transaction data exported to the Back Office System. It is designed to be used to allow transaction data to be posted to General Ledger Account for each department.

Three separate Custom Fields are available which could be used to specify GL accounts for Asset, Income and Cost of Goods Sold.

Custom Field 3
This code is not used by SELLmatix, but is contained in the transaction data exported to the Back Office System. It is designed to be used to allow transaction data to be posted to a separate General Ledger Account for each department.

Three separate Custom Fields are available which could be used to specify GL accounts for Asset, Income and Cost of Goods Sold.

Discount Group 1-5 SELLmatix allows up to five discount groups to be specified for each department. Each discount group can have a different discount percentage.

Each customer can also be associated with a Discount Group. Customers who belong to Discount Group 1 will automatically be given the discount percentage entered for Discount Group 1 when they buy products that belong to that department. These fields are not required, and if no discount percentage is entered, the discount groups will not be used.

Department Halo
The department Halo is the maximum price that any item in this department would never exceed. If an item in the department is priced higher than the Halo, SELLmatix assumes that the data is faulty and does not allow that item to be sold.

This feature is a hangover from old cash register systems designed to trap keying errors. This field is rarely used and if no Halo is entered, Halo checking is ignored.

Standard Department Price
This feature allows one price to be specified for all items in the department. This feature is rarely used, but could be used, for example, if you had one department for a range of chocolates that were priced the same but had different descriptions. This feature would allow one price change to apply to all items in the department. This feature is not recommended unless you have a particularly lobotomised Back Office System.

Inventory Items by Default
For each product it is possible to specify whether you want SELLmatix to track inventory of the item, or whether you use the department default. When the Department Default option is used for an item, this is where SELLmatix looks to determine whether you inventory the item.

Prices Include Tax by Default
For each product it is possible to specify whether the price includes tax or whether to use the Department Default. If Department Default is used, this is where SELLmatix checks to determine whether tax is included for that item.

It is possible to have some items where the price includes tax, and other items where the price does not include tax. We recommend however that you make a decision and either have all prices include tax or else have all not include tax.

It is also possible to have some items within a department have tax inclusive pricing while other items have tax exclusive pricing. This however would be extremely bad practice.

It would also be bad practice to mix items with different tax rates within the one department.

Show on Menu
If this box is checked, then this department will appear on the Sell Menu on PocketPos and SELLmatix POS (where enabled) and Products within that department which are also flagged to Show on Menu will appear a submenus under the department menu.

This is designed particularly for restaurants where each "Page" on a printed menu could be set up as a department, and the items on that page of the printed menu be placed in that department, so that the PocketPos Sell menu would closely follow the printed menu to make processing easy.

This is not designed for departments which contain a large number of items which are sold using a barcode scanner.

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Overview
Customer information will normally be entered using the Back Office System instead of SELLmatix Control. The back office System is responsible for maintaining the Debtors Ledger and any loyalty program that may be applicable, and SELLmatix supplies transaction information to the Back Office System.

It some cases, it may be necessary to enter additional information regarding customers however that may not be available in the Back Office System about the way sales are processed for this customer. SELLmatix does not maintain Customer Account balances because the POS does not need to be connected to SELLmatix Control or the Back Office System, and consequently balances would be unlikely to be up to date on the POS. The fields which can be entered for customers are as follows:-

Customer Name
This is the name of the customer that will appear on receipts.

Customer Number
This is the customer account number that is used in the Back Office System and for selecting the customer at the Point of Sale. There are three ways of selecting a customer in SELLmatix Point of Sale. The first way is by keying this Customer Number and then touching the Customer Button. The second way is by doing a search for the customer, and the third and fastest way to select a customer is to print Customer Cards in SELLmatix Control. These Customer Cards have the Customer Number printed as a Barcode, which can be scanned by the Barcode Scanner.

One potential issue with using Customer Cards, however, is that SELLmatix must be able to determine whether the Barcode is for a Customer Card or for a Product. One way this can be done is to use a character prefix on the customer cards. In addition, we recommend using a numeric prefix between 20 and 29 as this code range has been reserved by the European Article Numbering Association for in store use, and numbers with a prefix in this range will never occur for UPC/EAN product barcodes.

Always Print Docket
This flag can be set to ensure that a receipt is always printed for this Customer. It is also possible to have receipts printed for every sale, regardless of which customer is making the purchase.

Signature Required
If this flag is set, the clerk processing the sale will be reminded to obtain a signature. If this flag is not set, the operator will not be reminded to obtain the customer's signature.

Order Number Required
If this flag is set, the clerk processing the sale will be reminded to enter the customer's order number. The order number, if entered, is passed to the Back Office System with the transaction information.

Suspend Sales
If this flag is set for a customer, sales charged to this account will not be permitted. This feature is useful if a customer has not paid their account on time. If this flag is set, the customer will still be able to make payments to their account at the Point of Sale, and transaction information will be sent to the Back Office System, but charges cannot be made to the account.

Discount Group
This field specifies what Department Discount Group applies to this customer. If no Discount Group is selected, then no Department Discount will be applied automatically when purchases are made. If one of the Discount Groups is selected, then when a purchase is made, the discount percentage specified for the department which the product belongs to will be applied.

Account Type
There are four types of accounts which SELLmatix can handle, however limitations in some Back Office Systems may mean that you are unable to use all types of account.

Debtor Accounts allow sales to be paid for, or finalised, by charging to the account. The transaction details are exported to the Back Office System, which is responsible for issuing statements and maintaining account balances.

Imprest Accounts are accounts where the customer pays an amount up front putting their account in credit, and sales are deducted from this amount. SELLmatix does not know what a customer's account balance is, and treats Imprest Accounts in the same way as Debtor Accounts. The transaction details are exported to the Back Office System, which is responsible for issuing statements and maintaining account balances.

Lay-by Accounts are accounts where the customer makes an initial deposit for an item that is then put aside and not sold to any other customer. The customer that has opened the lay-by account makes regular payments toward the item being purchased and they take delivery of the goods when payment in full has been made. SELLmatix does not know what a customer's account balance is. Sales cannot be finalised to a lay-by Account. Payments on a Lay-by account can be made if the Back Office system supports this. The transaction details are exported to the Back Office System, which is responsible for issuing statements and maintaining account balances.

Loyalty Accounts are accounts where transactions are recorded, and some type of incentive scheme is provided to the customer, for example where they receive "points" for purchases made which can then be redeemed for some type of prize or other merchandise. Loyalty Accounts can also be set up for customers if they will be given Department Discounts or Deal Discounts, but will pay for the merchandise at the time of purchase instead of having it charged to their account. Sales cannot be finalised with a loyalty account. The transaction details are exported to the Back Office System, which is responsible for issuing statements and maintaining account balances.

Credit Limit
This is the maximum account balance, which can be charged to a debtor account. This field is for information purposes only, as SELLmatix does not know what the account balance is. It is the responsibility of the Back Office System to ensure that the credit limit (if applicable) is not exceeded, and to suspend the account if the limit is exceeded.

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Overview
Finalisations, also known as Payment Methods, are the ways in which a sale can be paid for and completed. At least one finalisation must be set up in order to process sales. The fields which can be edited are as follows:-

Finalisation Name
Finalisation Name is the way this payment method will be described on reports and receipts. This field is required.

Finalisation Code
This is a number from 1-99, which is used to identify the finalisation internally in SELLmatix. There must be a unique code for each Finalisation. This field is required.

Custom Field 1
SELLmatix does not use this field, however this field is available to the Back Office System so that postings can be made to the appropriate ledgers. You could also use this field to store any custom information desired.

Custom Field 2
SELLmatix does not use this field, however this field is available to the Back Office System so that postings can be made to the appropriate ledgers. You could also use this field to store any custom information desired.

Custom Field 3
SELLmatix does not use this field, however this field is available to the Back Office System so that postings can be made to the appropriate ledgers. You could also use this field to store any custom information desired.

Finalisation Type
This field controls the way this type of Finalisation is posted internally in SELLmatix as well as the way these payment appear on reports and are passed to the Back Office System. There are 3 Finalisation types as follows:-

Bankable - Bankable Finalisations are totaled for the cash draw reconciliation. The total amount for each Bankable Finalisation is shown on the X-Reads and Z-Reads so that the store knows how much of each finalisation type should be in the cash drawer. Examples on Bankable Finalisations include Cash, Cheques, Gift Certificates and manually processed Credit Card Charges, which need to be deposited at a bank.

Account - Account Finalisations are used when a customer has a credit account with the store. Details of each Account Finalisation are sent to the Back Office System so that the transaction can be recorded in the Debtors Ledger. It is the responsibility of the Back Office System to maintain the Debtor Account, and SELLmatix provides transaction information.

EFT - EFT Finalisations are payments made by Electronic Funds Transfer usually through an Online Credit Card Processing Terminal. EFT Finalisations are shown on the X-Read and Z-Read reports as well as being passed to the Back Office system. EFT Finalisations are normally deposited directly into the retailer's bank account and generally the Back Office system will post these transactions to an Electronic Clearing Account to enable the store to reconcile these with bank statements.

In some cases SELLmatix will not be directly connected to the EFT online terminal, and the relevant amount will need to be keyed into the EFT Terminal. Certain EFT Terminals can be fully integrated with SELLmatix so that the clerk does not need to key any additional information, and EFT receipts are printed on the SELLmatix POS printer. In either case the Finalisation type should be set to EFT if the proceeds are to be deposited directly into the retailer's bank account.

Tender Amount
If the "Allow" button is checked, the operator will be able to enter the tender amount, and have SELLmatix calculate the change, however the operator is not required to enter the tender amount. In cases where the tender amount in not entered, SELLmatix will assume that the amount paid is the subtotal remaining on the transaction, complete the sale, and the clerk will need to calculate the amount of change to give the customer.

If the "Force" button is checked, the operator will be required to enter the amount tendered and the system will calculate the amount of change (if any).

If the "Prevent" button is checked, the operator will be prevented from keying an amount tendered, and the system will automatically assume that the amount tendered is the balance remaining on the sale and the sale will be completed. This option is rarely used, but may be appropriate fro some type of EFT finalisation.

Show on Menu
If this option is set, then this finalisation method can be invoked from the Sell Menu (where used).

Open Cash Drawer
If this flag is set, then SELLmatix will open the cash drawer when this payment method is used. If this flag is not set then SELLmatix will not open the cash drawer when this Finalisation is used.

Round Cents
If this flag is set, then SELLmatix will round the amount charged to the nearest five cents. If this flag is not set, then no rounding of the amount will take place when this Finalisation is issued.

If any Finalisation is set to round odd cents, then a Cents Rounding Adjustment must be set so that there is somewhere for SELLmatix to post the cents that have been rounded.

Print N Receipts
This option allows you to specify the number of receipts printed when this finalisation method is used. It may be desirable to print receipts automatically for some finalisation types and not others, or to print a different number of receipts for certain finalisation types.

Use Invoice Printer
If this box is checked, invoices will be printed on the Page Printer specified as the Invoice Printer. Otherwise, receipts will be printed on the Ticket Printer which is normally a printer which uses continuous paper rolls.

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Overview
Adjustments are events which affect the amount of money in the cash drawer, but which do not involve a sale, or refund. Adjustments can be either a part of a transaction, or a transaction on their own. Some examples of Adjustments are as follows:-

- When a float of money is put into the cash drawer so that change can be given.
- Safe Drop, when money is taken from the cash drawer and locked in a Safe to reduce the chance of robbery.
- When a manual discount is given off the sale total.
- When a Surcharge is made, for example for service on a public holiday.
- When a customer withdraws money from the credit card via an EFT Cash Out.
- When money is taken from the cash drawer to pay for stock that has been delivered.
- When money is taken from the cash drawer for the owner to buy lunch.
- When odd cents are rounded by a finalisation that requires rounding.
- When a customer pays money at the POS to be credited to their account with the retailer.

In each of these cases, the balance in the cash drawer will change either by increasing the amount of cash or decreasing the amount of cash. Adjustment totals are shown on the X-Read and Z-Read reports, and the transactions are exported to the Back Office System. In some cases the Back Office System will post Adjustment transactions to a POS Clearing account so they can later be reconciled. The fields, which can be edited, are as follows:-

Adjustment Name
This is the name of the Adjustment that will appear on reports and receipts and the description that will be sent to the Back Office System.

Adjustment Code
This is the Adjustment Code, which SELLmatix uses internally to identify the Adjustment. This can be any number from 1-99, and a unique Adjustment Code is required for each Adjustment.

Custom Field 1
SELLmatix does not use this field internally, but this field is passed to the Back Office System with the transaction so that the Back Office System can make the correct postings. The information in this field should conform to what is required by the Back Office System.

This field can also be used to store other information as required by the site.

Custom Field 2
SELLmatix does not use this field internally, but this field is passed to the Back Office System with the transaction so that the Back Office System can make the correct postings. The information in this field should conform to what is required by the Back Office System.

This field can also be used to store other information as required by the site.

Custom Field 3
SELLmatix does not use this field internally, but this field is passed to the Back Office System with the transaction so that the Back Office System can make the correct postings. The information in this field should conform to what is required by the Back Office System.

This field can also be used to store other information as required by the site.

Adjustment Type
Each Adjustment must be one of the following:-

Paid In - Increases the amount of money in the cash drawer.
Paid Out/Discount - Decreases the amount of money in the Cash Drawer.
Surcharge - Increases the amount of money in the cash drawer.
Discount $ Amount - Increases the amount of money in the cash drawer.
Discount % Amount - Decreases the amount of money in the cash drawer.
Cash Out - Decreases the amount of money in the cash drawer.
Account Payment - Increases the amount of money in the cash drawer.
Cents Rounding - May either increase or decrease the amount of money in the cash drawer.

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Overview
For each separate rate of tax that is charged, a separate tax rate record must be set up. If you are not required to collect taxes on retail sales, or you have some items that are taxed and other items that are exempt, then you should set up a tax rate record with a zero % tax rate. If you are required to collect more than one retail tax for each item, then you should set up a tax rate record for the total percentage collected, and then split up the amount in the Back Office System. The following fields can be edited for Tax Rates:-

Tax Rate Name
This is the description that will appear on reports and receipts.

Tax Rate Code
This code is used internally in SELLmatix to identify the tax rate, and this field is passed to the Back Office System with transactions. The Tax Code in SELLmatix should be set up with the same code as is used in the Back Office System.

Tax Rate
This is the percentage amount charged on items where this Tax Code applies.

Account
SELLmatix does not use this field internally, but this field is passed to the Back Office System with the transaction so that the Back Office System can make the correct postings. The information in this field should conform to what is required by the Back Office System.

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Overview
SELLmatix provides great flexibility in the manner in which the store can control what Clerks are permitted to do. In cases where the storeowner operates the Point of Sale or the owners are not concerned with Clerk Security, Clerk control can be turned off entirely. In other cases where stringent security is required, SELLmatix offers a great deal of control.

Clerks can log on to SELLmatix Point of Sale either by entering their Clerk Code and pressing the Clerk button, or else SELLmatix Control can print Clerk Cards which contain a Barcode which can be scanned by the Barcode Scanner.

For each clerk that uses SELLmatix, a separate Clerk record needs to be set up specify what that Clerk is permitted to do. The fields that can be edited are as follows:-

Clerk Name
This is the name that will appear on reports and receipts etc.

Clerk Code
Each Clerk record requires a unique Clerk Code, which can be up to 5 digits. When logging in to SELLmatix manually, the Clerk keys this clerk number and then touches the "Clerk" button.

One potential issue with using Clerk Cards to log in is that SELLmatix must be able to determine whether the Barcode is for a Clerk Card, Customer Card or for a Product. One way this can be done is to use a character prefix on the Clerk cards. In addition, we recommend using a numeric prefix between 20 and 29 as this code range has been reserved by the European Article Numbering Association for in store use, and numbers with a prefix in this range will never occur for UPC/EAN product barcodes.

Clerk can X-Read
If this flag is set, this clerk will be able to print X-Read Reports, which show sales by Department, Adjustments and a reconciliation of funds in the Cash Drawer. An X-Read report does not clear the balances. In some retail stores, management does not want clerks to be able to view X-Read and Z-Read reports because they are concerned that if there is an overage in the cash drawer that the Clerk will steal the overage.

Clerk can Z-Read
If this flag is set, this clerk will be able to print Z-Read Reports, which show sales by Department, Adjustments and a reconciliation of funds in the Cash Drawer. A Z-Read report clear the balances back to zero. In some retail stores, management does not want clerks to be able to view X-Read and Z-Read reports because they are concerned that if there is an overage in the cash drawer that the Clerk will steal the overage.

Clerk can Configure
If this flag is set, this clerk will be able to change the system configuration including touch buttons, keyboard definitions and system options. At least one person at the retail store needs to have configuration permission otherwise support cannot be provided. However most staff at the store should not have configure permission.

Clerk can No Sale
The "No Sale" button is used to open the cash drawer without processing a transaction. In some retail environments, management is concerned that a Clerk could steal from the cash drawer, and believes that preventing a Clerk from using the "No Sale" key enhances security.

Clerk can Refund
If this flag is set, then SELLmatix will allow this Clerk to process Refunds. In some retail environments, management chooses to restrict the number of staff that can process refunds.

Clerk can Price Override/Manual Discount
If this flag is set, then this Clerk will be able to override the price for items if the product is flagged to allow price overrides. This Clerk will also be able to give manual discounts. In some retail environments, management chooses to restrict the number of staff that can override prices or give manual discounts.

In order to perform price overrides, the Clerk must have permission to price override, and the product must be flagged to allow price overrides.

Clerk can Override Pricing Rules
If this flag is set, then this Clerk will be able to override prices and discounts regardless of the discount rules specified for the product. This flag is designed to allow a senior supervisor to handle an unexpected situation at the point of sale where information in the records is incorrect and manual intervention is required.

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