CONTENTS
Where do I find the Default Settings?
What are Default Settings?
Your Default Settings are a long list of settings from which you can configure many different aspects of your Cybertill system behaves. There are settings that will affect till functions, reports, purchase ordering, despatch of customer orders, currencies and delivery charges, to name but a few. These settings will affect every till and PC in your business.
It is important that all Cybertill-using retailers work through these settings at least once, ideally shortly after they first purchase the system.
Many of the options in this page will probably seem either irrelevant to your business, or even incomprehensible, when you see them for the first time. It’s recommended that you simply skip any such options and just work through the ones you understand.
It’s worth noting that when new features are added to Cybertill, sometimes new default settings are added along with them. Also, sometimes existing default settings are altered to offer more options than were previously available. Consequently, you may come across some settings in your system which aren’t yet explained in this manual.
Apart from two exceptions (“Base Country” and “Base Currency”), all of these settings can be changed at any time – although note that the changes won’t take effect on any of your tills or PCs until you log out and back in again on each machine.
Where do I find the Default Settings?
- Click on the Admin menu at the top left of the screen.
- Scroll to the very bottom of the page.
There will be a number of subheadings along the top of this page (General, Cost, Shipping Costs etc). On your system, you will likely not see all of the subheadings pictured above. That’s because some of ones pictured pertain to ‘licenced features’ – i.e. additional modules of the system which you have not purchased (and which may not be applicable to your business). In this manual, we will focus only on the ‘global’ Default Settings which all retailers using every version of Cybertill have access to.
When you click into the Default Settings page, you are always taken into the General tab first.
Default Settings details
There now follows a description of every option in Default Settings.
There are a number of options on this page, some of which may be relevant to your business, and some which may not. We’d suggest that if you are new to the system, and don’t understand a setting or don’t think it would affect you, skip it for now. You can always return to this screen again once you’ve got a better understanding of the system.
Note: If you make any changes to your Default Settings, you must click the Save button at the bottom of the page to record them. If you do not click this, your changes will be lost.
General section
| Setting | Explanation |
| Base Country | Specify the country in which your business is located. Note: Once set, this cannot be changed! |
| Base Currency | Specify what currency your business will primarily be trading in, e.g. GBP Sterling, Euro or Dollar. Note: Once set, this cannot be changed! |
| Warehouse Location | Select which of your locations is your main Warehouse (if you have one). |
| Head Office Location | Select which of your locations is your Head Office (if you have one). |
| Roundup | If you use a margin or mark-up calculation to work out your selling prices, you can enter a ‘pence’ figure for the system to round up or down to. Example: If you enter 99 here, then later, when you try to calculate selling prices of any new items, the system will round the price to the nearest 99p. (So, if the margin calculator comes up with a price of £5.87, Cybertill would round that up to £5.99.) |
| Round Level | If you use a margin or mark-up calculator to calculate your sale prices, you can specify at what pence ‘level’ the system will round up. Example: Let’s say that in the previous field Roundup, you entered ‘99’. Now let’s say that you to enter ‘50’ here in the Round Level field. After that, let’s now say that you ask the system to calculate an item’s selling price, and that selling price comes to £5.57. Because ‘57’ is above the ‘round level’ of ‘50’, the system will round that price up to £5.99. For an item with a calculated selling price comes to £5.45, because ‘45’ is below the ‘round level of ‘50’, the system will round that price down to £4.99. |
| Start Month (Accounting) | Enter your company’s accounting ‘start of year’ month number here. (1=January, 2=February etc.) |
| Start of Week format | Here you can set how the system identifies which week is your ‘start of year’, and also whether the first week is considered ‘week 1’ or ‘week 0’. Note: This setting won’t be of any consequence to most retailers; it only affects a couple of very specific reports. |
| Minutes granularity | Some parts of the system (e.g. recording ‘Location Opening Hours’) contain prompts to select a time of day. If you were to enter ‘15’ in this field (for example), then the ‘minutes’ prompt in these parts would only let you select 15-minute increments (e.g. ‘00’, ‘15’, ‘30’ and ‘45’). Leave it blank or set to ‘0’, and you’ll be able to select the exact minute. |
| Send Returns To | Should your stores come into possession of any faulty items, would they normally;
Choose ‘Supplier’ or ‘Warehouse’ accordingly here. |
| Account software | This setting is obsolete in the latest version of the software, and it can be ignored. Previous versions of the system contained a tool for interfacing with a couple of specific accounts software packages, but this feature no longer exists. |
| Sage Email | Related to the above; this setting is obsolete in the latest version of the software, and it can be ignored. |
| Auto Clockout Time | If you use Cybertill’s ‘Clock in/out’ feature, you have the option here of entering an Auto Clockout Time. Anyone who has forgotten to ‘clock out’ that day will automatically be clocked out at that time. The first box is ‘Hours’, & the second box is ‘Minutes’. |
Report Style
| Products which come in exactly two styles (e.g. ‘size’ and ‘colour’) are sometimes referred to as ‘matrix products’. Products that do not come in exactly two styles (e.g. different sizes but not colours, or products with no size and colour variances at all) are sometimes referred to as ‘linear products’. There are a few Matrix Reports in Cybertill which will only show results for matrix products. Linear products will not appear in these Matrix Reports at all.
If you’re confident that none of your products come in two different styles, ▪ choose ‘Line Reports Only’. If you’ll have a mixture of matrix and linear products, or if you’re not sure yet, ▪ choose ‘Display both Linear and Matrix options’. This is by far the most common choice. If all of your products will come in two different styles without exception, ▪ you could choose ‘Fashion Matrix Only’ - but we wouldn’t recommend it, for reasons discussed below.
Depending on what you choose here, certain reports may be hidden from you. This might make the system’s menus less cluttered, and/or prevent you wasting time trying to run reports that won’t work with your products.
Note that choosing ‘Fashion Matrix Only’ will cause some linear reports to be hidden - but you probably shouldn’t do this. Matrix reports don’t work for linear products, but the opposite isn’t true; linear reports will still work for matrix products, and you’re likely to find at least some of the linear reports quite useful – so hiding them is generally not recommended. |
| Band Purchase Order | *** Customer Specific setting *** This setting refers to a feature which is only available to one specific retailer. Unless you are that retailer, ignore this setting; it will not affect your system. |
| Display price on barcodes | If you intend to print barcode labels from Cybertill, select here whether you wish for items prices to be included on those labels. |
| Select Barcode printer option. | Most retailers should leave this set to ‘Standard’. Any retailers still using the older Cognitive Advantage or Cognitive Del Sol models of barcode printer should choose ‘DelSol’ here. Retailers who intend to export label details out of Cybertill to be imported into another barcode-printing program should choose ‘CSV’. (There is a fourth option called ‘PDF’ – but this is a work-in-progress, and retailers should refrain from selecting this unless advised to by one of Cybertill’s staff.) |
| Select DelSol print darkness | Any retailers still using the older Cognitive Advantage or Cognitive Del Sol models of barcode printer can set how dark the labels print by altering the number here. |
| Base Vat | The most common VAT rate that your products come under should be selected here. Normally set as ‘Standard’. If you don’t see the appropriate rate, you’ll need to go to Admin > Value Added Tax Setup to add it in. |
| Certitax | Tick this box if your business is located in the USA or Canada, and you want Cybertill to use its ‘certitax’ tool to calculate tax on your sales using the appropriate state/county/federal taxation calculations. |
| Budget | *** Customer Specific setting *** This setting refers to a feature which is only available to a specific retailer. Unless you are that retailer, ignore this setting; it will not affect your system. |
| Delivery Terms | This setting is obsolete in the latest version of the software, and it can be ignored. |
| Display Department breakdown on Z readings | When you perform an End Of Session on the till (i.e cash the till up at closing time), a Zreading will print out of the receipt printer, giving you some info about how much money you took that day. If this setting is ticked, then your Z-readings will also show a breakdown of how much revenue each of your departments (aka categories) brought in, as well as all the “standard” info. |
| Display Mobile Number | Only applicable if both:
If both are true: Here you can choose if you would you like that mobile number to appear on the delivery invoices (aka ‘despatch notes’) that print out whenever you mark a customer’s order as ‘despatched’? |
Use Forename for Duplicate Customer Validation | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| VAT Number | Enter your company VAT number here. If different branches have different VAT numbers, enter your main VAT number here. You can then set alternate VAT numbers for individual stores in Admin > Location Management. |
| EAN Prefix | When adding new products to your system, would you like Cybertill to randomly generate barcode numbers for them? If so, would you like those Cybertill-generated barcodes to be of the EAN format? If you would, enter a 4 digit prefix for those barcodes here. Note: If you don’t understand the above, it’s recommended you leave this field blank. |
| Show Product Due Dates | If ticked, then when you raise a purchase order, you’ll be able to set different ‘due dates’ for every item on the order individually. If unticked, you’ll only be able to enter one ‘due date’ for the whole order. |
| Show packers in despatch notes | Do you deliver to customers? If yes, when you set a customer’s order as ‘despatched’ in Cybertill, the system will let you print a ‘despatch note’ (aka ‘delivery invoice’) for that order. If this Show packers in despatch note box is ticked, then the name of the person who packed the order (if recorded) will be displayed on those despatch notes. |
| Tariff Type | If your company delivers to customers, here you must choose whether you’d like the system to calculate delivery fees based on either the total Value of the ordered items, or their total Weight. For more info on this, please read the separate User Manual ‘Couriers and Delivery Charges’. |
| Margin Staff | This option affects the system’s selling price calculator. If you calculate the staff prices for the majority of your items by using a standard profit margin percentage, enter that margin here. This will help the system quickly calculate sale prices for any new products. Note: Enter numbers only in here. Do not enter a % symbol. |
| Margin Store | Same as above, but for store prices. |
| Margin Trade | Same as above, but for trade prices. |
| Margin Web | Same as above, but for web prices. |
| Markup Staff | Similar to the above; fill in these fields if you use a mark-up percentage instead of a margin percentage to calculate your staff prices. Enter numbers only in here. Do not enter a % symbol. |
| Markup Store | Same as above, but for store prices. |
| Markup Trade | Same as above, but for trade prices. |
| Markup Web | Same as above, but for web prices. |
| Maximum tender value | Do you have any restrictions on the maximum amount of money you’re allowed to tender in a single sale (e.g. do you have a ‘no transactions above £5000’ policy)? If so, enter your maximum limit in here. If you have no such limit, leave it at 0. Note: this is a maximum limit per tender type. So, even if you enter a £5000 limit here, your till would still permit an £8000 transaction if your customer paid £4000 on card and £4000 in cash, for example. |
Minimum Credit Card Amount | Here, you can set the minimum card payment you accept – e.g. enter 5.00, and the till will prevent your staff from being able to accept card payments of under £5.00. (If you don’t have such a limit, leave it on 0.00.) |
| Minimum Finance Amount | Same principle as above, but for the FINANCE tender type. |
| Minimum order value | If:
|
Offer Apply Percentage Discount on Discounted Price | It’s possible to set up special offers that will trigger automatically on the till screen – e.g. you can set up a ‘25% off all DVDs’ offer. If you do this, then on the till, when you go to take payment, the system will automatically knock 25% off the price of all DVDs in the sale. (No special action from the till operator would be necessary.) It’s also possible to apply discounts on the till screen manually, by pressing a DISCOUNT button. Example: someone adds a DVD to the shopping basket worth £10. Let’s say that because it’s slightly scratched, the till operator decides to manually adjust its price down to £8 using the DISCOUNT button. Next, the till operator goes to take payment. The system will apply the ‘25% off all DVDs’ offer in those circumstances. But, depending on how this Default Setting is set, it will calculate that 25% in one of two ways: If this setting is ticked: The system will discount 25% from the price AFTER the manual discount. In this example, 25% of £8 = £2. It will discount the DVD down by £2. £8 - £2 = £6. If this setting is not ticked: The system will calculate 25% from the price BEFORE the manual discount. In this example, 25% of the original price of £10 = £2.50 It will discount the DVD down by £2.50. £8 - £2.50 = £5.50 |
| Order Pick Supplier Info | Do you ever deliver to customers? If so, when you are prepping customer orders for despatch, do you or your staff find it useful to print off picking notes for each order? If you do, it might it be useful to see who the supplier of each product on those picking notes is? In that case, tick this box. |
Payment On Account Types | ‘Payment On Account’ transactions are ones in which a customer pays money into a store account, e.g. they pay £20 cash in exchange for getting £20 worth of store credit, which they can spend later at will. (This arrangement is sometimes referred to as a ‘savings club’ or ‘Christmas club’.) Here, you can specify what methods of payment customers can use to pay into their ‘savings club’ account (cash, card etc). If you do not provide any kind of ‘savings club’ service, untick all four boxes here. |
Thumbnail Width, Thumbnail Height | This is a website feature. When you upload photos of your products into Cybertill, the system will,
Here, you can set the width and height of those ‘thumbnails’. Note: changing this setting will only affect the thumbnail sizes of any new product images you upload from this moment on. It won’t affect the thumbnail sizes for any existing product images. You’ll need to go to Admin > Image Resize for that. |
| Stock Check Bin Location | *** Customer specific setting*** This setting refers to a feature which is only available to a specific retailer. Unless you are that retailer, ignore this setting; it will not affect your system. |
| Target Tracking | It is possible to set monthly or weekly sales targets for each store (done in Admin > Target Tracking). If you tick this box here, then the relevant branch target will be visible on the till screen for all staff to see. It will also display a ‘sales so far’ figure, so staff can gauge how close to meeting their target they are: If left unticked, then the target info will not be visible on the till screen. |
| Target Tracking Timescale | If you’re interested in the Target Tracking functions described above, then choose here whether you’d like to set monthly or weekly targets. You have three choices: Month Week Monday Week Sunday |
Target Tracking by Financial Year | Tick here if you want the Target Tracking feature to work by financial years (April – March), as opposed to January – December. |
| Target Tracking via Upload | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
Supplier Commission Paid After | Only applicable for retailers who sell items on their customers’ behalf. Enter here how many days you wait between selling your customers’ items, and sending them the money for it (minus your cut). |
| Supplier commission remittance advice terms | Only applicable for retailers who sell items on their customers’ behalf. If you do this: The system will produce “remittance advice letters/emails” to send to your customers informing them that their items have been sold, and for how much. Whatever text you enter into this Default Setting field will also appear on those letters/emails. (You should enter your terms & conditions here.) |
| Use EAN13 barcodes by default | If you are confident that both
If you aren’t sure whether both of the above conditions can be met, it may be safest not to tick this box. (If you do, there’s a risk the barcodes won’t scan properly.) |
Reader Optimized Barcodes | If you tick this box, then when you print barcode labels out from the system, the barcode will be stretched to the full width of your barcode label. With our standard 38x25mm size of label, this can make the barcodes easier for scanners to read accurately. (If your labels are wider than that, exercise caution here; it’s possible for barcodes to be stretched too wide for scanners to read.) |
Customer Lookup before Create | If set to Required, then on the till screen, before your till staff are allowed to create a new customer account, they will be forced to carry out a search first. This is good practice; if your staff are forced to check whether the customer’s details are already on file, it’ll reduce the chance of duplicate accounts getting created for the same person. If set to Allowed or No, your till staff will have the option of searching, but it won’t be mandatory; they’ll get the option to create a new account immediately. |
| Item ref convention | Every time you create a new item, the system will generate a unique Item Reference code for it. If you wish to, you can select what convention the system uses to generate those Item Refs here. Most retailers will be fine with the default of Standard 3 alpha + 3 digit ref. |
| Include Standalone Product Note? | Select this option for an additional field in the product file to record/display free text notes. (Shows in back office only). |
| Include Order Memo? | In the Product Editor screen, there is a free text field called “Order Memo”. If this default setting is ticked, then when you raise purchase orders, you will be able to see the product’s ‘Order Memos’ displayed on screen. It will also appear on any printouts or emails you produce to send to the supplier. |
| Include Special Order Note? | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Unique image names | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Expand/collapse menus | Here you can choose whether you’d like Cybertill’s menus to be expanded or collapsed by default for all users. |
Enable Sales Commission Dropdown in Edit Categories | If your staff earn commission for selling certain items, it’s advised you tick this box. It will give you an option to quickly set the commission rate for every product within achosen category. (Go to Admin > Products & Categories, and click to Edit a category at the right.) |
| Sales Commission Rule | If your staff earn commission for selling certain items, here you have to choose which ‘commission rule(s)’ you want the system to use. Please see the separate Commission Features User Manual for more detail on this. |
| Disable saved filters | By default, if you run a Sales Analysis report on the system, then come out of the Sales Analysis screen for a while and return to it later, the system will remember what filters you applied (i.e. what dates/branches you selected) last time you ran it, and those filters will still be selected. If you don’t want it to do this (i.e. if you want it to automatically reset back to defaults when you leave the report), tick this box here. This setting also affects the Customer Despatches, Stock Vs Sales For Supplier and General Overview screens as well. |
| Debenhams supplier | This setting is only applicable to retailers with concessions in Debenhams; it relates to integration with Debenhams’ EPOS system. Most retailers can ignore this. |
Data Import Manager Automatic Colour Update | If ticked, then should you attempt to import products with colour style values that aren’t already in the system’s records (i.e. a colour you’ve never used before and isn’t in the system’s lists), those new colour style values will be created and your products will successfully be imported. If unticked, the system will refuse to import any products which have an unrecognised colour style value. Note: If you import new products regularly, and your new products often come in new colours, it’s probably wise to tick this. |
| Customer Title Options | When taking a customer’s details, your till will prompt you to select the customer’s title from a drop-down list. Here, you can choose what choices of title appear. In addition to the default three of ‘Mr’, ‘Mrs’ and ‘Miss’, it’s common for retailers to add ‘Ms’ and ‘Dr’ here. |
Time to Retain Customer Data | This setting is set to ‘Forever’ by default. When set to ‘Forever’ customers will not be anonymised automatically. The drop down allows for selection of any time period between 10 years and 11 months, going up in one month increments. If set to anything other than ‘Forever’, the system will generate a date based on the setting. E.g. if set to 2 years, the system will generate an anonymisation date of 2 years ago today. This date will then be used to determine whether a customer is eligible for automatic anonymisation based on Anonymisation Criteria. For more information of this, please refer to the Retention of Personal Data Quick Reference Guide. |
Cost section
| Setting | Explanation |
| Average Cost Option | As you re-order goods from your suppliers, the price your supplier charges for them might change. Because of this, Cybertill will record an ‘Average Cost’ value for every item on your system. This value will be updated whenever you book a purchase order into stock. There are 2 different formulae the system can use to calculate items’ average cost prices, and they can give subtly different results. You can choose which formula you’d prefer it to use (if you have a preference) here. The formulae are as follows: Total Purchased Method: ((current avg cost x total purchased previously) + (new cost x booked qty)) / (total purchased + booked qty) Current Stock Method: ((current avg cost x current stock qty) + (new cost x booked qty)) / (current stock qty + booked qty) Here is a detailed example of how each formula produces slightly different results in the exact same situation: Total Purchased Let’s say you buy, 10 of a new item at £1 each. That would set the average cost to £1. You then sell 5 of that item. After that, you buy another 10 of them at 50p each. ((current avg cost x total purchased previously) + (new cost x booked qty)) / (total purchased + booked qty) ((£1.00 x 10) + (£0.50 x 10)) / (10 +10)= £0.75 Current Stock Let’s say you buy 10 of a new item at £1 each. That would set the average cost to £1. You then sell 5 of that item. After that, you buy another 10 of them at 50p each. ((current avg cost x current stock qty) + (new cost x booked qty)) / (current stock qty + booked qty) ((£1.00 x 5) + (£0.50 x 10)) / (5 +10) = £0.67 We would strongly advise you to consider this one carefully and decide on a formula prior to booking in any purchase orders. |
Shipping Costs section
| Setting | Explanation |
| Management Fee | These options all refer to a ‘shipping cost calculator’ feature which - at the time of writing – is a work in progress and has not been fully developed yet. Retailers are advised not to change any settings for the time being. |
| Insurance Value | As above. |
| Insurance Cost | As above. |
| Additional Process Cost? | As above. |
Mail Order section
| Setting | Explanation |
| Delay Period | If you ever take payment by cheque, enter how many days it takes for cheques to clear into your bank account into this cell. The system will then prevent you from despatching any customer orders paid for by cheque until that many days have passed since payment was made (i.e. until the cheque has had enough time to clear). |
| Send automatic email when shipping | When you mark a customer’s order as despatched, the system can send the customer an automatic email informing them that their order is on its way. If you want it to do this, put a tick in this box. For this to work, you’ll need to have an email address saved in Admin > Locations against the location the customer’s order is despatched from. That location’s email address will be the from address for these emails. The emails themselves will always contain the following subject and body text: SUBJECT: Your order has been shipped via [courier name], [delivery service name] – [date] BODY: Your order has been shipped via [courier name], [delivery service name]. Consignment ref [consignment ref] For delivery to: [address 1] [address 2] [town] [city/state] [postcode] You cannot edit any of this text; it is standard for all customers. However, in the body section, you can add extra custom text of your choice which will appear below the customer’s delivery address; see below. |
| Mail Order Email | If you have turned on the Send automatic email after shipping feature above: Any text you enter here will appear on those emails, beneath the standard systemgenerated content. This is a good place to put your terms and conditions and/or your returns policy. |
| List Quantity | This setting is obsolete in the latest version of Cybertill and can be safely ignored. |
| Delivery Return Address | Enter the returns address for customer deliveries here (i.e. where customers should post items to if they want to return them to you). |
| Show Price | If you deliver to customers: when you mark a customer’s order as ‘despatched’, you’ll have the option of printing a despatch note (aka delivery invoice) to include in the parcel. Here, you can choose whether you’d like those despatch notes to show the prices of the ordered items or not. |
| Terms & Conditions | This setting is obsolete in the latest version of Cybertill and can be safely ignored. |
| Despatch Address | This setting affects the layout of despatch notes. If set to Standard, the customer’s contact address will be displayed near the top left, and the delivery address will be at the top right. If set to Reverse, the delivery address will be top left and the contact address top right. If set to Reverse No Header, the delivery address will be top left and the contact address top right. Also, the system will not print your company’s name, address and contact details at the top of the document. (This may be useful if you have letter headed paper.) |
| Despatch Despite Unpaid | Would you ever post customers the items they order before they have fully paid for them? If so, tick this box. If not, leave it unticked. |
Despatch Only When No PO/IBT | If this field is set to ‘Yes’, then the system will prevent you from marking any customer orders as ‘despatched’ if either of the following are true:
It’s generally wise for most retailers to tick this. |
| Location Company on despatch note |
If set to ‘Replaces Retailer’, the top of despatch notes will only show your location’s ‘Company Name’; the retailer name will not be visible at all. |
| Show company registration number on despatch note | If:
Admin > Location Management, and
|
| Show logo on despatch note | If,
|
| Show VAT number on despatch note | Tick here if you wish to show your company VAT number on despatch notes. (If you have a branch-specific VAT number in Admin > Location Management for your despatch location, that will take priority over the one in Default Settings’ General section.) |
| Despatch note footer message | Whatever text you enter here will appear at the bottom of despatch notes, beneath that standard content (i.e. the details of what items were purchased). This is a good place to put your terms and conditions and/or your returns policy. |
| Scurri Api Version | (Only applicable to retailers using the Scurri integration feature.) |
| Scurri Slug | (Only applicable to retailers using the Scurri integration feature.) |
| Scurri Username | (Only applicable to retailers using the Scurri integration feature.) |
| Scurri Password | (Only applicable to retailers using the Scurri integration feature.) |
IBT section
| Setting | Explanation |
| Till can create IBT request… |
|
| Backoffice can create/despatch IBT request… | If set to Only if stock available: a user attempting to despatch a transfer request using Cybertill’s back office screens will only be allowed to if the despatching branch has enough stock available. If set to Regardless of stock level: in the circumstances described above, the user will be able to mark transfers as despatched regardless of the despatching branch’s ‘available stock’ level. |
| Dispute Log | If this is left unticked, then should a location who receives an IBT book in a different quantity of items than the ‘sending’ branch allegedly despatched, the system will assume the ‘sending’ branch made a mistake, and will adjust the stock levels there accordingly. If ticked, the above circumstances will create an entry in the ‘IBT Dispute Log’ screen instead. See the separate manual on Transferring Stock Between Branches for more detail. |
| IBT Email | If:
…then when the item is received at Store B, an email will automatically be sent to the customer to inform them their item has arrived in stock. |
| IBT Reason Codes | If this box is ticked, then you will not be able to despatch IBTs without also choosing a reason code from a drop-down list (i.e. without recording why the transfer is being despatched). (Before turning this option on, you should go into Admin << Reason Code Management and create some reason codes.) |
Show Costs or Prices on Transfers | When despatching IBTs, you will have the option of printing despatch notes to accompany the goods been sent, listing the items and quantities. Here, you can set whether those despatch notes also show the items’ cost prices or selling prices (or neither of them). |
| IBT Pick Note Style | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| IBT Despatch Note Style | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| IBT Despatch Note Types | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
IBT Despatch Note Custom Text / Disclaimer | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
IBT Despatch Note add Signature Section | If you’d like there to be a signature line at the bottom of transfer delivery notes (i.e. for the person dispatching the items to sign), tick this box. |
Allow Batch Action to Pick All | If ticked, on the Stock > Transfers screen, the ‘batch actions’ box in the bottom left corner will contain an option to ‘pick all’. If you deal with large quantities of transfers, this might be useful. |
Allow Batch Action to Despatch All | Similar to above, if ticked, on the Stock > Transfers screen, the ‘batch actions’ box in the bottom left corner will contain an option to ‘despatch all’. |
Allow Batch Action to Bookin All | Similar to above, if ticked, on the Stock > Transfers screen, the ‘batch actions’ box in the bottom left corner will contain an option to “book in all”. |
| Till receipt for IBT | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Picking Order | Here, you can set the order in which items are sorted on picking notes produced from the Stock > Transfers screen. They will be sorted by the criteria in the ‘selected’ box at the right. To add a sort option from the ‘available’ box at the left, double-click it. To remove a sort option from the ‘selected’ box at the right, double-click it. |
Multiple Request Locations | If left unticked, then users will only be able to despatch transfers out to one location at a time in the Stock > Transfers screen. If ticked, users will be able to despatch transfers out to several branches at once (i.e. to bring up more than one location’s transfer requests on screen at the same time, and act on them). |
| Show Store Data | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
Auto Generate Consignment Refs | If ticked, then when despatching IBTs, you won’t need to enter anything into the Consignment Ref field. (That field is for recording courier tracking numbers. So, retailers who do all of their transfers internally – i.e. using their own staff and vehicles – and consequently will never such tracking numbers are recommended to tick this box.) |
Show Transfer Reason Codes | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
Allow Individual Line Book In | If ticked, then on the Stock > Transfers screen, when looking at a list of ‘Transfers Receiving’, each item which is eligible to be booked in will have an individual Book In link to the right of the screen; you can quickly book in a single line by clicking that. If unticked, those links will not appear users will be forced to tick items, then choose the Book in batch action at the bottom left, instead. |
POP section
| Setting | Explanation |
| Display Type | Products that come in two styles (e.g. Size and Colour) are sometimes referred to as matrix products. Products that do not come in two styles (e.g. size only, or no size and colour variations at all) are sometimes referred to as linear products. If the majority of your products are matrix products (this might be the case if you’re a clothing retailer), choose Matrix. If they are not, or you aren’t sure, choose Linear. Depending on what option you set here, any new purchase orders you create will appear either in Matrix View or Linear View by default. |
| Show Costs | When raising purchase orders, you have the option of either printing or emailing an ‘order form’ for your supplier. Here, you can specify here whether those order forms display the costs of the items being ordered or not. |
| Show IBT Activation | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Show Customer Orders | When you raise purchase orders to buy items for a customer (i.e. specifically to fulfil a customer’s order), would you like it to show the customer’s name on the purchase order form that you print out and send to your supplier? If so, tick the box. If not, leave it blank. |
| Copy Email | When raising purchase orders, you can have the system email that purchase order straight to your supplier. If you tick this setting, then whenever you email a purchase order in this way, a copy of that email will automatically be sent to the email address of your ‘head office’ location. You can set which location is your head office in Admin > Default Settings > General section. You can set that location’s email address from Admin > Location Management. |
| Terms | Whatever text you enter into this box will appear in a ‘Terms and Conditions’ section on any purchase orders you print or email. |
| Zero Default Item Quantity | When creating new purchase orders, would you like Cybertill to try and work out how many units of each item you need to buy in (based on ‘min and max’ stock levels)? If so, do not tick this box. (With this box unticked: if you go to POP > Manual Purchase Orders and raise a purchase order by selecting ‘Automatically add items from this supplier’, the system will automatically enter unit quantities in for each item.) If you’d rather the system didn’t try to calculate how many units to order automatically, you should tick this box. |
| Ignore negative stock | If this box is ticked, and you have Cybertill create a purchase order using your items’ minimum and maximum stock levels, it would treat any items that had a negative stock level (i.e. -1 or less) as if they had a stock level of zero. For example, let’s say that an item that has: a minimum stock level of 10 a maximum stock level of 20 an actual stock level of -3 If you leave this box unticked. Cybertill would attempt to order 23 units of this item. -3 + 23 = the max of 20 If this box were ticked, then the system would act as if all ‘negative stock’ items actually had a stock level of 0 – and so it would only order 20 units. |
Force Goods Received Note | This setting is obsolete in the latest version of the software and can be ignored. |
| Apportion Item Total | When raising multi-branch purchase orders: if this box is ticked, then for each item on the order, you will have the option of entering a total unit quantity (as opposed to having to enter a separate unit quantity for each branch you are ordering for). If you do this, the system will then apportion out a quantity for each branch. Example: you have the option of entering ‘40 of item X’ instead of ‘10 of item X for branch 1, 8 of item X for branch B, 12 of item X for branch C etc’. (This option only works when viewing purchase orders in linear view; it won’t work for matrix view.) |
| Enter exchange rate | If ticked, then when booking in purchase orders from suppliers who trade in different currencies, you will have the option of modifying the exchange rate at the same time as you book the order in. |
| Show last N weeks | If you enter a number between 1 and 9 here, then when you go to create a purchase order, a “Sales” column will be visible, showing you how many units have been sold over that many weeks for each of the items, in each of the locations, on the order. If you enter 0, there will be no “Sales” column on the purchase order screen. Note: If you choose to display sales, it may make the “create a purchase order” screen take a slightly longer time to load.) |
| Weeks’ Cover Deposits | If you ever use the “Weeks Cover” feature to calculate how many units to purchase, and if you ever take deposits on your items: Choose ‘First’ if you want the ‘Weeks Cover’ tool to treat an item as ‘sold’ as soon as the customer pays the initial deposit. Choose ‘Final’ if you want the item to be treated as ‘sold’ only when the final payment is made (i.e. when the customer has paid for the item in full). |
| Invoice dates default to today’s date | If ticked, then when you go to book a purchase order in, the system will automatically populate that order’s ‘Invoice Date’ field with the current date - i.e. it will assume the supplier sent you an invoice for the order along with the items. If unticked, then when booking in a purchase order, the ‘Invoice Date’ field will be blank by default - i.e. it will assume you haven’t been invoiced for these items yet. (Most retailers should leave this box unticked.) |
Trade section
| Setting | Explanation |
| Show Prices | If ticked, any invoices produced in the Trade Accounts menu will show
If unticked, then those columns will be hidden – so all the invoice will show is the items and quantities purchased, but no prices. (Most retailers ought to tick this box.) |
| Show Manufacturer Ref and Barcode | If ticked, any invoices produced in the Trade Accounts menu will show the Manufacturer Ref and (primary) Barcode, as well as the ItemRef and Name, of all the items purchased. If unticked, they will only show the ItemRef and Name. |
Prompt for Delivery/Collection details | If ticked, then when processing a sale from a trade customer on the till, upon pressing GO TO TENDER, your till operator will be forced to arrange delivery/collection of the order (if they haven’t already) before it can be completed. If your trade customers ever take items away immediately, do not tick this box. |
| Printer Type | This setting is obsolete in the latest version of the software, and can be ignored. |
| Prompt for Reference | If ticked, when processing a trade order through the till, upon pressing GO TO TENDER, you will be prompted to enter a ‘customer reference’ – i.e. to record the customer’s purchase order number for this transaction, if they have one. You can leave the field blank if they do not. If you record this, you’ll be able to use it to search for the order in the back office’s Trade Accounts menu. If unticked, the till will not prompt for customer references. |
| Trade Invoice Terms | Any text you enter here will appear at the bottom of any invoices produced in the back office’s Trade Accounts menu in a ‘Note’ section. |
Till section
| Setting | Explanation |
| Voucher Maximum Value | Enter the maximum value of a single gift voucher which you would accept as payment here. If you don’t have any such maximum limit, enter 0. Retailers who sell vouchers in fixed increments of value (e.g. £5, £10, £20, £50 etc) are advised to enter the highest value of gift voucher you sell in here (e.g. if the most expensive voucher you do is worth £100, enter ‘100’ here). If you do so, should a till operator attempt to enter a value higher than 100 (e.g. they enter a voucher’s value as £1000 by mistake), the till will refuse to accept it. Note that this maximum applies to individual vouchers, not to entire transactions. Example: If your maximum is set to £100, a customer could still pay using two or more £100 vouchers, one after the other, all within a single transaction. |
| Issue Change For Voucher | This setting affects how the till behaves if a customer tries to buy items with a voucher worth more than them – e.g. spending a £100 voucher to pay for a £70 item. If set to ‘Yes’, in the above circumstances, the till will give you the option of either, a) issuing £30 cash change, or b) issuing a new voucher worth £30. If set to ‘No’, no change will be given, and the customer loses their £30. |
| Ignore Decimal Input | If ticked, when till operators type in monetary values, the till assumes they are entering values in pence – e.g. it will read “1000” as £10.00. If unticked: It will assume they enter values in pounds – e.g. it will read “1000” as £1000.00. (If you are switching to Cybertill from another EPOS system, consider setting this option to mimic what your previous tills did, to minimize operator mistakes.) |
| Mandatory description for price required items | If ticked, when selling ‘open-priced’ items at the till, operators must type in a price and a description. (That description will appear on the till receipt.) If unticked, operators will have the option of entering a description, but it won’t be mandatory, they can choose to leave the ‘Description’ box blank. |
| Cost to save at POS | Whenever you sell an item, Cybertill is capable of keeping a record of either:
or,
… at the exact moment of sale (e.g. it would record that ‘when Item X was sold at 10:32am on Dec 7th 2018, its average cost price was £5.67’). Some of the system’s sales reports (e.g. the Sales Analysis) allow you to use these ‘at time of sale’ cost prices to calculate profit and profit margins from those sales. If you have a preference as to whether the system records the current or average cost at time of sale, select the appropriate option here. |
| Record card type | Only applicable to retailers who are not using Cybertill’s chip & PIN system. (If you are using integrated chip & PIN, this setting has no effect.) If ticked, on the till, when you choose the CARD payment method, you will be required to choose which type of card is being used e.g. Visa, Mastercard, Maestro. If unticked, you will not get any such prompts (and consequently Cybertill will keep no record of what card types customers use). |
| Enter card types to record | Only applicable if the previous setting is ticked. Enter all of the ‘card type’ options you wish your till operators to be able to choose from here (e.g. Visa, Mastercard, Amex etc). Click the New button until you have enough boxes on screen to enter your card types into. (If you create too many boxes, click the red [X] at the right of the ‘excess’ ones to delete them.) |
| Prompt if Out of Stock | If set to Yes, always prompt, when you try to sell an item which is out of stock in your store, you’ll get a prompt saying ‘This item is not in stock’. You must then choose whether to add the item to the sale anyway (i.e. if you do have stock and the system is incorrect), or cancel. (Depending on other settings, you may also get options to request that the item be transferred in from another branch, or ordered in from the supplier.) If set to Never prompt, the system will add the item to the sale regardless of stock level and with no warnings to your operator. (Completing such a sale will likely cause that item’s stock level to become a negative number – e.g. if you sell an item with stock of ‘0’, you will end up with a stock level of ‘-1’.) If set to Only prompt if matched item was not from a barcode, If you scanned the item’s barcode, it will be added to the sale immediately, regardless of its stock level and with no warnings to your operator. If you tried to sell the item in any other way (e.g. through a name search), the till will display the ‘This item is out of stock’ prompt first. The rationale behind this: If the operator has a barcode to scan, they must have a unit of the item in front of them. |
Prompt for reason code if out of stock and CONTINUE SALE is pressed | Only applicable for retailers who have the above setting on ‘Yes, always prompt’ or ‘Only prompt if…’. When ticked, if you get the ‘item is not in stock’ prompt, and decide to continue with selling the item anyway, you will be forced to choose a reason code (i.e. to record why you’re doing this) before the item can be added to the basket. Note: at least one ‘continue sale reason codes’ must be set up in Admin > Reason Code Management before this option Can be used.) If not ticked, a reason code will not be required in these circumstances. |
Allow Allocation from Other Location Purchase Orders | If ticked, should a customer want to buy an item which is currently out of stock across all of your stores, but a purchase order has been raised to get more in from supplier, you’ll be able to reserve some of the stock on that purchase order for this customer – and you’ll be able to do that even if the order is being delivered to a different store than your own. (If you do this, then once the purchase order is booked in, the system will automatically create a transfer request for it to be sent from that store to your store.) If this setting is not ticked, you’ll only be able to reserve stock due in on purchase orders that are to be delivered to your specific store. (You won’t be able to reserve stock on orders which are being delivered to other locations.) |
| Order stock by available quantities from high to low | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Record voucher serial | If ticked, on the till screen, when you take a gift voucher as payment, the system will prompt you to enter that voucher’s serial number. The system will record which voucher serials have been redeemed. If unticked, you will not be prompted for a serial number, and the system will not track which vouchers have been redeemed. |
Allow Multiple Session Declaration Attempts | If set to Yes, if you cash up your takings on the till at the end of the day using the DECLARE NOW option, after the first (‘session’) Z-read prints, you will get the option to RETRY and cash up a second time. (This can be useful for inexperienced staff, because you get a chance to correct any mistakes before you ‘commit’ your takings for the day.) If set to No, the RETRY option will not appear; you will only get one attempt at declaring your end of day figures. Should they mistype anything, they will have no opportunity to correct their mistakes. If set to Reconciliation, when cashing up on the till, you will not have a RETRY option. However, after completing the process there, you will also be required to cash up a second time in the back office ‘Session Declaration\Banking’ screens, before the day is considered ‘complete’. This last option might be of interest if (for example) you want a supervisor to cash up and close the shop on Monday, then a manager to double-check the declared takings on Tuesday morning before banking them. |
| Allow free text customer source | This setting is only applicable if the Display the source prompt at the end of each sale option (found a couple of rows below) is ticked. If ticked, this option will allow you to either select a customer source from a dropdown, or – it none of the choices in the drop-down are quite right - type one in freehand. |
| Force the selection of customer source | A ‘customer source’ is a record of where a customer heard about you. Example sources could be: ‘Google’, ‘Twitter’, ‘Newspaper advert’. If ticked, you will not be able to create an account for a customer without selecting a ‘source’ for them. (Before you tick this box, ensure that at least one source has been created in Admin > Customer Sources. If there aren’t any, then if this box is ticked, you won’t be able to create any customer accounts.) If unticked, the ‘customer source’ field will be optional – i.e. you will still have the option of selecting a source when creating a customer account, but you won’t have to. |
| Display the source prompt at the end of each sale | If ticked, on the till, if you have selected a customer’s account, then when you press GO TO TENDER to complete a sale, you will be prompted to choose the customer’s source (i.e. where they heard about you from) from a drop-down. Note that you will get this prompt at the TENDER stage every time you serve that customer - even if either a.) you’ve chosen a source for them at this point in a previous transaction, and/or b.) there is a source saved in the customer’s account. If If you record sources in this way, you can run the Sales > Source Codes Report to see gross takings by customer source. |
| Enable PDQ tender type | This setting is only applicable if you are using Cybertill’s CHIP & PIN service. If ticked, on the till’s payment screen, as well as having a CHIP & PIN option, there will be a PDQ option as well. You could select this if you want to take a card payment through a separate (non-integrated) card machine. (If you do so, the till will simply complete the transaction and record it as ‘paid with card’, without prompting you to do anything with the integrated CHIP & PIN machine. If unticked, you won’t get a ‘PDQ’ option; the till will force you to process card payments through the integrated CHIP & PIN device every time. |
| Allow Third Party Finance | If set to Yes, in the till’s payment options, amongst the CASH, CARD, CHEQUE etc. buttons, an extra option will appear called FINANCE. Note: you are required to select/create a customer account before you can choose this payment method. If set to Yes (Advanced), you will also get the FINANCE payment option on the till – but upon selecting it, you will be forced to choose a ‘finance company’ from a dropdown list and given the option to type a reference number for the payment before the transaction can be complete. Note: you must go to Admin > Finance Companies and create at least one company before this option can be used. If set to No, the FINANCE button will not appear. |
| By default, report sales values for deposits… | Some of the system’s sales reports (e.g. the Sales Analysis) let you choose how the report treats deposits and part payments. Here, you can set what the reports do by default. If set to Every payment, each individual deposit payment will be treated as a separate ‘sale’ in the report. Note: this option can cause your profit margins to look worse than they truly are. Example: If you’ve taken a £20 deposit from a customer to reserve an expensive £200 item which cost you £50 to buy, it will look as if you’ve made a £-30 loss. If set to First payment only, for instances where customers have paid a deposit to reserve something, the report will treat it as if the customer has paid in full. Example: If you’ve taken a £20 deposit from a customer to reserve a £200 item, it will look in the report as if you’ve already taken the full £200. If set to Final payment only, items will only appear in the report once they have been fully paid for. (So, if you’ve taken a £20 deposit from a customer to reserve a £200 item, that sale won’t be included in the report at all.) Also, once the customer has fully paid off their item, it will look in the report as if they paid in full up front. (So, if you take a £20 deposit on a £200 item on Monday, then the customer pays off the remaining £180 on Tuesday, it would look in the report as if they just paid the full £200 on Monday.) |
| Open cash drawer on these tenders | Tick the payment methods which you would like the cash drawer to open for. This is typically just Cash. (Cybertill cash drawers normally have ‘letterbox’ slits in the front into which cheques and card receipts can be ‘posted’, so the drawer does not necessarily have to open for those payment methods.) |
Cash Drawer Open Warning | If ticked, when the cash drawer opens (normally at the end of a sale), till operators will be shown a warning message on screen - and they will be unable to start a new sale until the drawer has been closed. |
| Cashing Up Option | If set to Blind, when cashing up the till at closing time, you will be forced to count how much of each tender type (cash, card, cheque etc.) is in the cash drawer, then type those figures in and press a DECLARE button. The till will then show on screen how much cash, card etc. it was expecting you to count. If set to Non-Blind, as soon as you start cashing up, the system will immediately show you how much of each payment method it’s expecting you to have. You should then count your cash, card etc. and check the amount you have matches the amounts on screen – and if they don’t, you’ll need to type in different amounts before clicking DECLARE. If set to Semi-Blind, for the CASH, CHEQUE and VOUCHER tender types, you will be required to count your takings up and type in the total figures (as with Blind banking). For the other tender types (CARD, ACCOUNT CREDIT and FINANCE), the system will tell you immediately how much it expects you to have; you should check these figures are correct, and amend them if they are not, before clicking DECLARE (as with Non-Blind Banking). The ‘Blind’ option is best practice here. Because it forces you to declare your takings first, and only shows you the expected takings afterwards, it is more difficult for your staff to pocket any excess amounts of cash in the till for themselves without leaving ‘fingerprints’ behind. (Consider it the other way around. Let’s say that at closing time, your manager goes to cash up the till, and – because you’re set to ‘Non-Blind’ - the till instantly tells them it’s expecting them to have £100 cash. But, when they count all the cash in the till, for some reason, there is £110 there. They now have a clear opportunity to keep the extra £10 for themselves.) |
| Float Counted Value | If ticked, when cashing up at the end of the day, you will get the option to enter the float money by denomination (i.e. instead of just entering the total amount, you could enter how many £20 notes, £10 notes, £5 notes, £2 coins etc. the float is comprised of, and the system will calculate the total from that.) |
| Prompt for customer details at end of sale? | If set to Prompt, Upon going to take payment, the till will prompt you “Do you wish to record customer details? ‘Yes / No’ (if you haven’t recorded their details already). If set to No: The till will not prompt you, unless attempting to perform an action that requires customer details to be taken (e.g. arranging a delivery). If set to Force: You will be unable to complete any sales at all without taking the customer’s details first. If set to Force if sale is a refund: The till will not allow you to perform a refund without taking the customer’s details first. You’ll be allowed to sell items without taking those details, though. |
| Auto Voucher Value | Retailers who are using Cybertill’s “Auto Voucher” product type are advised to tick this box. If ticked, when you want to take a voucher as payment, you will only be required to scan the voucher’s serial number. (You won’t need to enter the voucher’s value; the till will look that up automatically.) If unticked, you will need to both scan the voucher’s serial number, and type the voucher’s value when taking one as payment. |
| Show margin/profit when performing discount | Depending on the option chosen here, when using the till’s DISCOUNT button, your till operators may see on screen the profit margin (%) and / or profit value (£) for the product(s) in question, both for the ‘normal’ price and the proposed ‘discounted’ price. This can be useful if you want your staff to be warned if they are discounting something too much (i.e. to a loss). If you don’t want your staff to see your profit margins, choose Do Not Show. |
| Allow till operator to resume sales suspended by other operators? | The till allows you to ‘suspend’ sales – i.e. put them ‘on hold’, to be retrieved later. This option affects whether sales suspended by one till operator can be picked up by other operators. If set to Any, any user can retrieve any suspended sales. If set to Equal or Less, users can only retrieve sales that were suspended by a) themselves, or b) other users of an equal or lower ‘till level’ (e.g. supervisors can retrieve sales suspended by cashiers or other supervisors, but not by managers). If set to Less than: Users can only retrieve sales that were suspended by a) themselves, or b) other users of lower ‘till level’. If set to None: Users can only retrieve transactions that they have suspended personally. Note: each user’s ‘till level’ can be set in Admin > User Management.) |
| Valid Voucher ID | Only applicable if the ‘Record Voucher Serial’ setting (further up this page) is ticked. If so, retailers whose gift vouchers all have a unique serial number should consider ticking this box. If ticked, when you take a voucher as payment, you must enter a valid serial number (i.e. one which the till has a record of being sold in the first place). The till will refuse to accept payment by voucher if an invalid serial number is entered. If left unticked, should you enter an invalid serial number, the system will prompt: ‘Voucher number not recognized. Continue? Y/N.’ The till operator must then decide whether to accept the voucher or not. If you have any vouchers in circulation at all which have no serial number, it is advised that you leave this box unticked. |
| Start of Week for weekly Z read | The till screen has an option to print out a Z-reading of all weekly sales to date. If you are interested in doing that, set your ‘start of week’ day here. Note: Most retailers start their week on a Monday, but a few start on a Sunday. |
Show Discontinued Product Options in Search Results | If set to No, any items you set as ‘discontinued’ will not appear in any till searches, e.g. when searching by name or category. Note: that discontinued items can still be sold if their barcode is scanned. If set to Yes, discontinued items will appear in till searches. If set to Only if available in stock, Discontinued items will only appear in till searches if there is stock available to sell in that store. This option is usually best for most retailers. |
Hide Zero Priced Product Options in Search Results | If ticked, when searching for items by name on the till, ‘zero-priced’ products (i.e. those with no set price) will be excluded from the results. |
| Trade values | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Disable card tender button | Tick this if you want to disable the option to take payment by card from all tills. |
| Auto-suspend sale after this many minutes of inactivity | You can set it here so that if a till operator starts a transaction (by entering their PIN), but doesn’t press any buttons for X minutes, the till suspends that sale automatically. This is good practice if a till operator has to leave the till for some reason, having an ‘auto-suspend’ timer reduces the window of opportunity for another person to jump on the till and do something under the original operator’s name.) Enter a number 0 in this field if you don’t want the till to ever auto-suspend sales in this way. |
| Highlight low stock | If ticked, in both
Any items whose available stock level has dropped below the ‘low stock’ level will be highlighted in yellow in till name searches. If unticked, the ‘low stock’ field will not appear. |
| Return choices allowed | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Default hotshot layout | Choose which hotshot layout you intend most of your tills to use here. Any new points of sale you order from us will be set to use this layout by default. Note: If you want any of your tills to use an alternate hotshot layout, you can set that in Admin > Tills.) |
| Allow discounts on refunds? | If set to ‘Yes’, the till will allow you to alter the value of returns using the DISCOUNT button. This may be useful if you wish to be able to offer partial refunds – e.g. to refund an item for 80% of its sale price, to account for minor wear and tear from the customer’s usage of it. If set to ‘No’: You won’t be able to do this; the DISCOUNT button will only work for sales. |
| Minimum first deposit (%) | If you take deposits, you can enter a minimum first deposit percentage here. Should a till operator attempt to take a smaller deposit, they’ll get a warning: If you don’t take deposits, or if you do but aren’t concerned about having a ‘minimum’, leave this set to 0. |
| Minimum first deposit for [currency] (absolute value) | If you take deposits, you can enter a minimum first deposit amount here. Should a till operator attempt to take a smaller deposit, they’ll get the warning message depicted above. If you don’t take deposits, or if you do but aren’t concerned about having a ‘minimum’, leave this set to 0. If you have stores based in two or more countries with different currencies, you will see a separate field for each currency. |
| Number of fingers to register | Only applicable for retailers whose tills are equipped with biometric scanners (fingerprint readers). Set here the minimum number of fingers/thumbs which need to be registered for each member of staff. |
Product Info Display Priority | On the till, when you search for a product, there will be four tabs of info about that product you can access: |
Allow Refunds of Gift Cards | If ticked, the till will allow you to carry out returns of gift cards. (If unticked, gift cards cannot be returned.) |
| Gift Card Refund Days | Only applicable if the above setting is ticked. Enter here how many days’ window customers have to return gift cards in, from the date of their purchase. |
Customer Search Form Default Cursor Position | Choose here which option you think your till operators will use most often to search for customers’ accounts. The till will put the cursor straight into this field, thereby saving your staff one click/touch of the screen. |
| Block In-Store Returns | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
Exchange / Return Notification on Till Pop Up Parameter | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
Exchange / Return Notification on Till Message | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Overwrite Existing Loyalty Card? | If set to Yes, on the till, if you select a customer’s account and edit their loyalty card number, their ‘old’ card number will be completely removed from their account and replaced with the new one. If set to No, if you edit a customer’s loyalty card number on the till, the new card number will be added as a ‘new card’, but their old card number will still be saved in their account (as a ‘closed’ card). You’ll be able to search for the customer using either card number. |
Till Receipt section
| Setting | Explanation |
| Receipt Message | Whatever text you type into this field will appear at the bottom of all customer receipts printed out at the point of sale, across all stores. Common messages include “Thank you for shopping”, “Please visit our website”, details of returns policy etc. Note: you can add extra branch-specific receipt text which would appear beneath this message by going into Admin > Location Management, clicking to edit the branch, and filling in the Receipt text field there. |
| Disable Receipt Message | If you don’t want to add any extra text to the bottom of your till receipts, tick this box. |
| Discount Text | If set to Yes, when you use the till’s DISCOUNT button to discount an item, on the receipt, the customer will see show the item’s original price, and how much discount was given. If set to Yes, detailed, as well as the above info, the receipt will also show any extra notes the till operator typed in about why the discount was given. If set to No, no extra info will appear on the receipt; it will show the price the item(s) were sold at, and nothing else. |
| Display discount reason codes | If ticked, when you use the till’s DISCOUNT button to discount an item, on the receipt, it will show the reason code the till operator selected (i.e. why they did it). |
| Display item prices | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Total VAT | If ticked, all receipts will show,
|
| Transaction Barcode | If ticked, all customer receipts will have a small barcode printed at the bottom. This uses a little more paper, but makes handling returns easier; your till operator can scan this barcode instead of typing in the transaction number (saving them a little time). If unticked, customer receipts will contain no barcode |
| Voucher Barcode | Only applicable for retailers using the ‘Auto Vouchers’ product type. If ticked, whenever you print out an Auto Voucher, its unique serial number will appear as a barcode. (This can make taking vouchers as payment more convenient; you can scan the barcode, instead of typing in the number.) If unticked, voucher serial numbers will be shown as text instead. |
| Number of receipts to be printed at every sale | Enter here how many copies of the receipt you wish to print at the end of every transaction. (Most retailers leave this at 1.) |
| Number of receipts to be printed when doing cash lift | Whenever you do a cash lift on your tills (i.e. move money from the cash drawer to the safe because the till is getting too full), it will print out a receipt. Enter here how many copies of that receipt you’d like to print. Most retailers choose 2; one copy to go with the cash, and the other copy to stay in the cash drawer. |
| Ticket Printer Option | To be confirmed; information about this setting’s effects will be added in a future revision of this manual. |
| Allow Gift Receipts | If ticked, till operators will have the option to print a gift receipt at the end of every transaction, along with the standard till receipt. Gift receipts will display the name of the item and the quantity of units purchased, but not the price. Operators should see a tickbox next to the till’s ‘tender’ buttons. Simply tick there before taking payment to produce a gift receipt. |
| Receipt Address | Tick here if you want your till receipts to show your stores’ address and/or contact details at the top. |
| Display following branch address fields on receipt | If you ticked the previous setting, you should choose which parts of your address and which contact details you would like to show on receipts here. Double click one of the items in the ‘Available’ box on the left to add it. To remove something, double click it in the Selected box on the right. (You’ll need to add all the elements in the exact order you want them displayed.) |
| Customer Address | If you would like to display any of your customers’ details on till receipts, tick here. |
| Display following fields on receipt | If the previous setting is ticked, select here whether you’d like to show customers’ names, and/or addresses, and/or phone numbers on receipts. Also select if you’d like your items’ RRPs to appear on till receipts (as well as the prices you actually sold them for). |
| Display cashier nickname instead of name | If ticked, your till operators’ nicknames (as entered in Admin > User Management) will be displayed on till receipts. This is usually best practice; it can help to protect your till operators’ identities from customers. If left unticked, your till operators’ full names (from Admin > User Management) will be displayed instead. |
Return Receipt Cust Details | Only applicable if the “Return Receipt Print Copy” setting immediately underneath is active. If ticked, when doing a return, the ‘retailer copy’ of the receipt will either, print the customer’s name and address at the bottom, or if those details were not recorded in the till - some space will be added to the bottom of the receipt for the till operator to write them down. |
| Return Receipt Print Copy | If ticked, upon completing a return, two copies of the receipt will automatically print – one to give to the customer, and one for you (the retailer) to keep. |
| Add denomination breakdown to Z read | If ticked, when cashing up the till at closing time, the Z-reading which the till prints out will show how much of each denomination of cash was declared – e.g. ‘Total cash = £1000, made up of 20 x £10 notes, 17 x £5 notes, 37 x £1 coins… etc’ If unticked, the Z-reading will only show a ‘Total cash’ figure. |
| Credit card type breakdown on Z read | Only applicable for retailers who both
If ticked, when cashing up the till at closing time, the Z-reading which the till prints out will show how much was taken on each card type. |
| Allow operator to print receipt before the sale has ended | If ticked, on the till, after pressing GO TO TENDER but before taking payment, if you tap the till’s Other options button at the right, you will see a button for ‘Pre-print sale’ appear. Tapping that will cause a ‘pre-sale receipt’ to print out. It will look like a standard receipt, except with no payment information at the bottom, and it will say “## Sale incomplete ##” at the top. This could be a useful way to issue customers with quotes, or to prove to customers that their discounts have been applied. |
| Offer electronic receipts? | Retailers who don’t have the Electronic Receipts feature turned on will not see this setting. If you don’t see it, but you’re interested in it, please contact your Account Manager to request it be enabled. Tick here if you’d like give customers the option of having a receipt emailed to them as a PDF, rather than printed. |
| Manage email from address | Only applicable if the ‘Offer electronic receipts?’ setting is ticked. Enter here the email address you would like emailed receipts to be sent from (usually your shop’s email address). |
| Manage email subject header | Only applicable if the ‘Offer electronic receipts?’ setting is ticked. Enter here the subject line you would like emailed receipts to be sent out with. (Typically something like “Receipt for your recent purchase from [company name]”.) |
| Manage email text content | Only applicable if the ‘Offer electronic receipts?’ setting is ticked. Enter here the body text you would like emailed receipts to be sent out with. (Typically something like “Thank you for your recent purchase; please see the attached PDF file for your receipt”.) |
| Deposit terms and conditions | Only applicable to retailers who take deposits from customers. When a customer pays the initial deposit on an item, whatever text you enter in this field will appear at the bottom of the receipt. (It’s a good place to enter any terms and conditions, e.g. ‘Your item is reserved for 60 days; failure to pay the balance within that time will etc. etc.’) This text will only appear on the receipt for the initial deposit. For any subsequent payments the customer makes, this text won’t show on the receipt. |
| Show VAT Breakdown | If ticked, all till receipts will show separate figures for GROSS, NET and VAT at the bottom. Also, for any sales, made in the UK, and where the transaction value (including VAT) is over £250, the till will force you to take the customer’s details. This is to allow compliance with HMRC's requirements for VAT invoices. |
Second-Hand Margin Scheme Receipt Text | Only applicable for retailers who sell second hand items (i.e. items on a ‘margin scheme’ VAT rate). Any text you enter into this field will appear on the receipt when you complete a sale involving at least one second hand item. |
Comments
0 comments
Please sign in to leave a comment.