branchDecember 2013 / PhreeBooksR36RC3
Author – Charles

PhreeBooks is set by default to maintain accounts for one location (HQ), without branches.

Creating a Branch:

COMPANY > Module Administration (click on Mod. Admin. and not sub-menu) > Configuration, Options, “Enable multiple branch functionality.” YES / NO

Update User Settings (ACL):
COMPANY > User > click on a User, Security Settings

Two new Settings are created in Security Settings and need to be set, as appropriate:
Company > Branch Manager
Inventory > Transfer Inventory

 If enabled in ‘Security Settings’ above, 2 new options will appear in the drop-down menus.

  • Branch Manager, in the COMPANY drop-down menu, and
  • Transfer Inventory, in the INVENTORY drop-down menu

You can now create branches and transfer inventory to them.

If Branch functionality is enabled:

  • a new column will appear in Inventory pop-up’s on the right-hand-side that will show the Inventory held by that branch.
  • In the Inventory record of any SKU (stock) a box on the right-hand-side will show how the Inventory is distributed between the set Branches.
  • ‘Store Id’ will appear as a drop-down selection in Customer Invoices, Vendor Purchase/Receive and General journal Entries.
  • Various new Reports will appear for Branch reporting.

5th December 2014 / PhreeBooksR37RC1  draft
Author – Charles

I should also note that POS is being used by Rene, in production (Rene has developed / is developing it).

POS 101 – a guide to understanding POS terminology

Please report your experiences & browser in the Forum.

Before using POS you will need to do the following:

  1. Set Payment Methods:
    COMPANY > Module Administration > Payment Module, spanner on right-hand-side
  2. Set Sales Tax:
    (2.1) create a ‘Tax Authority’ in Vendors
    VENDORS > New Vendor
    (2.2) Sales Tax Authority, (2.3) Sales Tax Rates
    COMPANY > Module Administration > PhreeBooks Module > Sales Tax Authority, Sales Tax Rate
  3. To Allow Discounts:
    COMPANY > Module Administration > PhreeBooks Module > General, “This feature adds two additional fields to the order screens to enter an order level discount value or percent”  YES / NO
  4. Create a Till:
    COMPANY > Module Administration > PhreePOS Module > Tills
  5. Assign a Till to a ‘Store Id’:
    COMPANY > Module Administration > PhreePOS Module > Tills > edit Till
  6. Set Maximum Discount (if allowing discounts):
    COMPANY > Module Administration > PhreePOS Module > Tills > edit Till
  7. Ensure Appropriate User Security Settings (ACL):
    COMPANY > Users > click on User, Security Settings > Customers, POS
  8. Enter Encryption Key:
    see Encryption HowTo
  9. Open PhreeBooks POS:

Update:  Dec. 2014

Rene has modified this module for PhreeBooksR37RC1, so that:

  1. POS won’t open until a till has been ‘set’
  2. POS won’t open until a payment method has been ‘set’
  3. There is now an additional setting in the POS Module disabling direct printing.
    Company > Module Administration > PhreePos
    “Should direct printing be enabled? by disabling it you will no longer get pop-ups asking to allow java”   …   set as default to NO

The benefit of No.3 above, is that POS can now be used happily without a till and printer attached. This makes it suitable for an office environment with occasional, unexpected ‘walk-in’ customers. It also makes it ideal for testing by prospective PhreeBook adopters without a till and printer available.

Of course, to use with a till and printer etc, as Rene does in production, all you need to do is select YES for No.3 above.  Also, check that your till receipt is marked as sequential.

If POS is not required, it can be temporarily disabled by simply restricting access to ‘None’ in 7 above. It will then not appear on the drop-down menu. Alternatively, you can remove the POS Module as an option in User ‘Security Settings”:
COMPANY > Module Administration (not sub-menu) > POS Module, click ‘Remove’ on RHS by spanners.

NOTE – If you set ‘direct printing’ to YES (see point 3 in ‘Update Dec.14’, above) without connecting a till and receipt printer you may experience unexpected behaviour, particularly using an old browser.

Please post and suggestions or feedback in the forum.

Useful Resources:

Author – Charles, 2013

To improve my understanding of ‘POS’ in general (this page does not relate specifically to PhreeBooks) I have made a short summary of retail POS ‘terms’. I have decided to post it for the benefit of others who may not be familiar with the world of retail POS and it’s nomenclature.

POS – Point of Sale – checkout and till transactions, their recording, reconciliation and accounting
EPOS – electronic POS, often on a network
EFTPOS – electronic funds transfer at point of sale, e.g. debit card payment
POP – Point of Purchase – area around till
Float / Perpetual Float – the amount of money in the till at the beginning of a session
Sales ‘Session’ – this is normally either a shift, or a day
Takings – the sum total of the sessions sales or transactions
Stock-take – counting and recording of physical stock. In retail, weekly or monthly is normal.
Cashing-up or ‘cashup’– the act of counting up and then recording the takings at the end of a session. Count the physical amounts in the cash drawer and enter the amounts of the cash, the number and amounts for payments received by credit cards, cheques, and vouchers.
End of Day – cashup often happens at the EoD.
Reconciliation – after the cashup, the sessions takings are reconciled against transaction records and ‘cash-up reports’ can be made.

Cash-Up Reports sometimes included as part of the reconciliation:

  • Cash Summary: lists for each payment type, the expected takings as an amount and as a percentage, the counted takings and the discrepancy (if any).
  • Transaction Summary: lists each individual transaction for the session, giving the total and gross profit for each as an amount and as a percentage, together with the date, docket number, staff name, transaction type, method and payment type.
  • Sales Summary: groups sales by staff member and for each staff member, displays the number of sales, total sale value, gross profit as an amount and as a percentage and any discounts given. This report lists the total cost of goods sold, total tax on sales, and total gross profit as an amount. It also lists the totals for invoice, sales order and lay‐by payments, sales order and lay‐bys paid out, and credit issued and redeemed.
  • Detailed Transaction Summary: lists each individual transaction for the session, giving the total and gross profit for each, as an amount and as a percentage, together with the payment type (account, gift voucher, etc.), payment method (cash, credit card) and the amount paid.