Operating Point of Sale
Operating Point of Sale
Overview
Sequence of Operations

Basic Operation
Clerking On
Enter the Quantity
Selling a Product
Scanning a Barcode
Entering a Price
Clearing Invalid Input
Void an Item
Paying for the Sale (Finalisations)
Print a Receipt
Print an Invoice
Open the Cash Drawer
Set Location (Table) Number
Set Comment
Set Guest Number
Free Form Modifier
Process Order and Print on Kitchen Printers
Retrieve Order
Print Account
Print Separate Accounts

Intermediate Operation
Navigate the Touch Screen
Refunding an Item
Selling a Weighed Item
Selecting a Customer
Entering an Order Number
Entering a Discount
Cash Out and Paid out of Till
Find a Product
Find a Customer

Supervisor Operation
Enter Menu Mode
Clerk Shift X-Read
Shift X-Read
Shift Z-Read
Day X-Read
Day Z-Read
 

Overview
SELLmatix point of Sale is designed to work with an almost infinite range of input devices such as keyboards, Touch screens, Barcode Scanners and other input devices. Many of these devices look different.

SELLmatix uses certain input "events", which can be mapped to any type of input. These input events can be generated by any input device including Touch Screen buttons, keys on the keyboard or any other type of device.

In this document, we talk about each type of input as a "button". There are many types of button, such as a "PLU/SKU Button", or a "Cash Button" or a "Receipt Button" or Customer Button' and so forth.

When we refer to these "buttons" we are taking about the way that this type of input has been configured on your system when it was set up. The "PLU Button" might be an area on a touch screen which you touch with your finger to activate this function. Or it might be a key on a keyboard which you press to activate this function. Some keyboards have "Caps" where the name of the key is displayed to help you find the key you need to press. On Touch Screens, the screen normally displays the name of the function in the place to need to touch the screen to activate that function. In other cases, you will need to know which key on the keyboard activates the various functions. For example, you system could be set up so that when this document says you need to press the "Customer Button", you need to hold down the <Control> key and the press <C>. This all depends on how your system is set up, and you will need to know where the various keys and input buttons are so that you can use these functions.

In this document, when we talk about the "PLU Button", we are referring to the way that the PLU button is set up on your system. Take a minute to familiarise yourself with the layout of your system and the various buttons before proceeding further.
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Sequence of operation
Most input to SELLmatix is made up of an identifying number and a function command. For example, if selling PLU number 9876 you would need to enter the number of the PLU and then the PLU button. The same applies to customers, where you would need to enter the customer code, and press the "Customer Button".

In SELLmatix you ALWAYS enter the number first and press the function button afterwards.

You NEVER press the function key first, and then the number of that function.

Processing a sale
SELLmatix is designed to minimise the amount of work involved in processing a sale. Some of the steps are optional and can be left out in some sales, because SELLmatix will assume the most common response if these steps are omitted.

  1. Refund. Optional If an item is being refunded, press the "Refund" button before anything else. If you do not press the "Refund Button", SELLmatix will assume that the line is a normal sale. You can sell and refund items in the same transaction.
  2. Quantity. Optional If you are selling more than one of an item, then enter the quantity and press the "Quantity Button" before entering the product. If you do not enter the quantity, SELLmatix will assume that the quantity is one.
  3. Product. Required Enter the item number (also called PLU/SKU number and press the "PLU Button". If you press the PLU Number without entering the PLU number before, SELLmatix will assume that you are selling another item exactly the same as the previous item on the sale. If there was no previous item on the sale, or the previous item was not an item sale, an error will be generated.
  4. Repeat from Step 1) for each item being sold.
  5. Payment Required Enter the customer payment information.
Shortcuts
Some buttons on your system may be set up as shortcuts. Shortcuts reduce the amount of information you need to enter to perform a particular function. For example, you might have a "One Key Shortcut" to sell a hamburger. To sell a hamburger, you would just need to press the shortcut key instead of entering the PLU number for the hamburger, and then press the "PLU Button".

There may also be shortcuts set up for common ways that customers pay. For example, there may be a $20 payment key set up. If a customer pays for the sale using a $20.00 note, you could simply press this key instead of entering 2000 and then pressing the "Cash Button".

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Basic Operation
Clerking ON
Store management decides if you will need to Clerk On or not. Store Management also determines what functions in SELLmatix you are able to perform. There are a number of factors that the manager takes into consideration to determine whether you need to clerk on, and what functions you are able to perform which are beyond the scope of this document.

In some cases it will not be necessary to clerk on at all. In other cases, it will be necessary to clerk on at the beginning of a shift. In other cases you may need to clerk on at the beginning of each transaction.

If you have been issued with a Clerk Card which contains a Barcode, all you need to do to Clerk On is scan your Clerk Card using the Barcode Scanner.

If you have not been issued with a Clerk Card containing a Barcode, enter your Clerk Number and then press the "Clerk Button".
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Enter the Quantity
To enter the Quantity of items purchased, enter the number of items and then press the "Quantity Button". You must enter the Quantity of items purchased before entering the item purchased.

Entering a Quantity is optional. If you do not enter the quantity, SELLmatix will assume that the quantity sold is one.
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Sell a Product
Enter the Product number, PLU/SKU number or barcode number, and then press the "PLU Button".

If you press the PLU button without first entering a PLU number, then SELLmatix will assume that you are selling a second item identical to the previous item. If there is no previous item on the sale, or the previous item on the sale was not an item sale, then an error will be generated. Back to top

Scan a Barcode
Scan the barcode on the item using the Barcode Scanner. If more than one of the items is being purchased you can enter the Quantity first, and then scan the item. Refer to the section on entering the quantity for information on how to specify the quantity of items being sold.
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Entering the Price
In most cases, you will not need to enter the price, because SELLmatix already knows the price to charge.

In some cases, you will not be able to enter the price, because the store manager has disabled this feature, or special permission needs to be set up for a Clerk to use this feature.

To enter the price key the amount to be charged for one item. If more than one item is being purchased, SELLmatix will treat the price as the unit price, not the amount for the extended line total.

The price must be entered without a decimal point, but including the amount of cents. For example, $4.37 would be entered as "437". After entering the price, press the "Price Button".

The price entered is always the price including tax, even if your goods are priced excluding tax and SELLmatix adds the tax to the unit price when items are sold.
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Clearing Invalid Input
To Clear input which has been entered in error, press the "Clear Button". If an error has occurred and a warning is being displayed, you can also press the "Clear Button" to Clear the error condition.

Once a function has been entered such as the "PLU Button" and a line has appeared on the transaction, you will need use the "Void Button" instead of the "Clear Button".
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Void an Item
To remove the last item from a transaction, press the "Void Button", and the last item appearing on the transaction will be removed.

To cancel an entire sale, press the "Void Button" repeatedly until all lines on the transaction have been removed.

In some cases, the store manager may disable the "void Button", or require special permission for a Clerk to use the "Void Button".

Once a Sale has been finalised, or completed, and payment for the entire sale has been made, you cannot void items on the transaction. After the sale has been finalised, you will need to refund the transaction to reverse the sale.

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Pay for the Sale
To finalise, or pay for the sale press one of the "Finalisation Buttons". Normally there is a separate "Finalisation Button" for each payment method that the store accepts. For example, there may be a separate "Finalisation Button" for, Cash, Cheques, Credit Cards (EFT), and Charge Sales.

If your store allows customers to charge sales to an account with the store, and the store sends an account statement to the customer at a later time, there will be one payment method set up to Charge the sale to an account. If you are charging a sale to a customer account, then you need to enter the customer before charging the sale to their account.

It may be necessary for you to enter the amount tendered. The amount tendered is the amount that the customer gives you to pay for to purchase. To enter the Amount Tendered, enter the amount and then press the "Finalisation Button". For example, if the customer givers you a $50.00 note, then you would enter "5000" and press the "Cash Button".

When you enter the amount tendered, SELLmatix automatically calculates the amount of Change you need to give the customer.

The store manager can decide if the amount tendered must be entered, or whether this is optional. The store manager can also set up SELLmatix so that you must enter the amount tendered for some payment methods, but not others. For example, you may need to enter the amount tendered for Cash, but not for Cheque payments.

If you do not enter the amount tendered, SELLmatix assumes that the amount tendered is the exact amount of the sale, and leaves you to calculate the amount of change required (if any).

In some cases, a customer may use more than one payment method to finalise (pay for) a sale. For example, on a sale for a total of $30.00, the customer might pay $20.00 by a Credit Card and the balance by Cheque. In this case, you could enter either amount first, however on the first payment entered you must enter the amount tendered, because otherwise SELLmatix automatically calculate the amount paid as being the total due for the sale.
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Print a Receipt
SELLmatix can be set up to automatically print up to 9 receipts at the end of a sale, and this can be different for each finalisation type. For example, SELLmatix may be set up to automatically print one receipt when goods are paid by cash, but to print two receipts when the sale is paid by charging to a customer's account. For this reason, you may not need to ever tell SELLmatix to print a receipt.

If SELLmatix is not set up to automatically print a receipt, or you need an additional receipt printed, just press the "receipt Button".

Receipts are normally printed on a narrow receipt printer.
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Print an Invoice
If you wish to print an invoice on a page printer, press the "Invoice Button".

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Open the Cash Drawer
The cash drawer will normally open automatically when required, for example when a sale is paid for using Cash. The store manager can decide under what circumstances the cash drawer will open automatically. For example, the manager may decide that the Cash Drawer should open automatically when a customer pays by cash, but not open automatically when the customer charges a purchase to their account. The manager can also set up SELLmatix so that the cash drawer will only open at the end of a sale. For example, if a part payment is entered for cash, which does not finalise the sale, and then the remainder of the sale is paid by EFT (which normally does not open the cash drawer), the manager can configure SELLmatix so that the cash drawer only opens at the end of the sale.

If you need to manually open the cash draw, you can do so by pressing the "No Sale Button". The store manager can disable the "No Sale Button", or require special clerk permissions to use the "No Sale Button".
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Set Location (Table) Number
To specify a Location (Table) Number, enter the location Number and then press the Location Button.

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Set Sale Comment
Enter the comment text, and the press the Comment button.

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Set Guest Number
Highlight the item to which you wish to specify the guest number, enter the guest number and press the Guest button. As an alternative if using the mouse, right click the item choose Set Guest # and then enter the Guest Number.

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Set Free Form Modifier
Highlight the item immediately before the line where you wish the modifier to appear, choose Add Memo and enter the memo text.

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Process Sale (Print Orders)
Press the Process Order button. If you have not already specified a location number, an error will be generated.

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Retrieve Order
Enter the location number of the Table or customer whose order you wish to retrieve, and press Retrieve Order

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Print Account
Enter the location number of the Table or customer whose account you wish to print and press the Print Account Button.

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Print Separate Accounts
Enter the location number of the Table or customer whose account you wish to print and press the Print Separate Accounts Button.

When this is done, a separate account will be printed for each guest at the table, and items which have no guest number specified will appear on each account with the amount shared by the number of guests.

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Intermediate Operation
Navigating the Touch Screen
When SELLmatix is set up to use a Touch Screen, there can be any number of different displays showing shortcuts to various functions. These screens can be laid out in an infinite range of different ways.

In most cases, there will be one main screen where most operations take place, and there will be other screens which offer a range of choices. On each Screen, there will normally be a number of buttons which can be used to shift the display from one screen to another.

Take a moment to learn the way to navigate through the various screens so that you can find the options you are looking for.
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Refunding Item(s)
To refund items, press the "Refund Button" before entering the item details such as the quantity or PLU Number.

After pressing the "Refund Button" process the item in the same way as you would sell the item, but note that the quantity of items is shown as a negative number.

If you need to refund more than one line item, you will need to press the "Refund Button" at the beginning of each transaction line on the sale.

You can refund goods and sell other goods on the same sale. If the value of goods purchased exceeds the value of goods refunded, then the customer will need to pay money when the transaction is finalised, otherwise you will need to pay money out of the cash drawer when the sale is finalised.

The store manager can disable the "Refund Button" or require special Clerk permissions be set up to process refunds.
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Selling Weighed Items(s)
This section applies to sites which have an Electronic Scale connected to the system running SELLmatix so that items can be weighed automatically and the price calculated accordingly. This type of configuration often applies to stores which sell Fruit and Vegetables.

To sell a weighed item, place the goods on the electronic scale, and then enter the PLU for the item as if you were selling dry goods. SELLmatix automatically reads the weight record by the scale, and calculates the price to be charged based on the weight.

In many cases, there will be a one key shortcut for the particular item, which is shown on a touch screen. In this case, just touch the button shortcut to sell the item.
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Selecting a Customer
If customers have been issued with Customer Cards which have a Barcode, simply scan the customer card with the Barcode Scanner, and the correct customer will automatically be selected.

Where customers do not have Cards containing a Barcode which can be scanned, enter the Customer's Account Code and press the "Customer Button".

You will need to select the customer if you are going to charge the sale to the Customer's Account with the store, or if special discounts have been set up for that customer, or if there is a loyalty program where customers accumulate points based on the purchases they make.

Not all customers are able to charge purchases to their account. If you try to charge a sale to a customer account, and the customer is not able to charge sales to an account, you will receive an error message and another type of payment will need to be taken.

If special discounts have been set up for a customer, these discounts will automatically be applied to the sale. It is not necessary to enter the customer number at the beginning of the sale, because all items on the transaction are recalculated when a customer is selected. It is however necessary to select the customer before payment is taken.

If you have entered a customer number by mistake, press the "Customer Button" without entering a Customer Code before. This will clear the customer details from the transaction.

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Enter an Order Number
Some customers require than an internal order number issued by their purchasing department be quoted, on invoices and statements. If this is required by the customer then you need to enter their order number when processing the sale.

SELLmatix does not require an Order Number from the customer, but if you enter an order number, it will appear on invoices for the customer.

To enter an order number, enter the code supplied by the customer, and then press the "Order Number Button".
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Entering a Discount
In some cases, you may need to give a discount off the sale total. For example, if the sale total is $108.47 and you want to round down the total to an even $100.00, then you would key "847" and then press the "Discount Button".

The store manager can disable the discount key, or limit its use to certain Clerks.

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Cash Out and Paid Out of Till
In some cases, it may be necessary to pay money out of the till for various reasons. These might include payment for goods which are delivered to the store, safe Drops, where you wish to limit the amount of cash in the till to reduce the risk of robbery or for a range of other reasons which the store manager considers appropriate.

Normally there will be a separate button set up to handle these payouts, and amounts paid out using these keys will be deducted from the till balance shown on the Z-Read.

To process a payout, enter the amount paid out, and then press the appropriate "Payout Button"

Amounts paid out of till can be recorded as part of a transaction, such as where the customer Cashes a Cheque, or draws money from their bank account while purchasing goods.

In other cases, the payout will be made as a separate transaction on its own.

Payouts need to be finalised the same as ordinary sales or refunds. Usually the payout will be finalised by pressing the "Cash Button" the same way is if a sale was being made.

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Find a Product
In some cases you may know that an item is on file in SELLmatix, but for some reason you are unable to enter the product code or barcode. Perhaps the Barcode has been damaged on the packaging, for example.

To find the product, enter part of the product name and then press the "Find Product Button". When you do this, SELLmatix will show you a list of all products on file which contain those characters in the product name.

This list of items displayed, may have the characters you entered anywhere in the description, not just as the first few characters. If you just entered an "A" and then pressed "Find Product", every product which contained an "A" in the description would be shown.

When the list is displayed, you can select the item you wish to sell, or press Cancel.

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Find a Customer
In some cases you may know that a customer has been entered in the system, but be unsure of the customer's account number. To find the customer, enter part of the customer's name and then press "Find Customer". SELLmatix will then show a list of customers whose name includes the characters you entered. You can then select the customer from the list or press Cancel.

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Supervisor Operation
Enter Menu Mode
Menu mode is used to configure SELLmatix, and perform certain Supervisor functions. In Menu Mode, SELLmatix operates in a similar manner to a normal windows program.

TO enter Menu Mode, enter "600" and then press the "Command Button".

The store manager can (and should) restrict access so that only Clerks with the appropriate rights can enter Menu Mode.
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Print Clerk Shift X-Read
To print a shift X-Read Report, enter "10" and press the "Command Button".
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Print a Shift X-Read, All Clerks
To print a shift X-Read Report showing the totals for all clerks, enter "11" and press the "Command Button"
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Process Shift Z-Read
To process a Shift Z-Read for all Clerks, enter "12" and press the "Command Button".

Z-Read reports show the totals for the Shift in the same way as an X-Read, however the totals are cleared and the system moves on to the next Shift.

The first shift at the beginning of the day is Shift 1, and there can be up to 8 Shifts in a day. Each time that a Shift Z Read is processed, the Shift Number is increased.

SELLmatix does not require that Shift and Clerk X-Reads or Z-Reads be performed, and this is a matter determined by the store manager.
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Print Day X-Read
To print a Day X-Read, enter "21" and press the "Command Button".

The day X-Read shows the totals for all Clerks for all Shifts.
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Process Day Z-Read
To process a Day Z-Read, enter "22" and press the "Command Button".

The Day Z-Read prints the sales for all Clerks and all shifts and clears the day totals.

SELLmatix requires that a Day Z-Read be processed at least once per day.
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