Orion Point of Sale System

Training Guide

Orion Digital Integration Inc.

January, 2010
2010 Orion Digital Integration Inc.
Orion Point of Sale System POS Training Guide

Table of Contents

How Orion Point of Sale Works .....................................................................................................................................2

Login ..............................................................................................................................................................................3
The POS Screen Bottom Line .......................................................................................................................................10
The Payment Screen ....................................................................................................................................................11
Transaction Types ........................................................................................................................................................13
Transaction Flow..........................................................................................................................................................15
Transaction Edit Options .............................................................................................................................................19
Item Entry and Edit ......................................................................................................................................................20
Cashout ........................................................................................................................................................................22
Finder ...........................................................................................................................................................................24
Customer Management ...............................................................................................................................................25
Inventory Lookup .........................................................................................................................................................28
Security ........................................................................................................................................................................30
Other Types of Transactions ........................................................................................................................................31
Void Transactions ...............................................................................................................................................31
Re-Print Transactions .........................................................................................................................................32
Paid In Transactions ...........................................................................................................................................33
Paid Out Transactions ........................................................................................................................................35

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Orion Point of Sale System POS Training Guide

How Orion Point of Sale Works

The Orion Point of Sale System is a full featured point of sale system designed to integrate with
popular accounting systems. The system is a full featured point of sale application developed in
Microsofts robust C# language on the .Net platform.

The system works by extracting data from the accounting system and importing that data into
the Point of Sale Database. Transactions can then be processed in the Point of Sale System. Even
though Orion POS has its own data for Transaction processing, it still references the accounting
database in real time (if possible) to pick up current stock levels and pricing. At the end of the
day (or whenever you decide), the transaction data created in the POS can be "Posted" back to
the Accounting System.

From the operating perspective, the system looks to be fully integrated to the Accounting System
with access to the Inventory and Customer Information.

The real benefit of this approach to the accounting system integration is that Orion POS does not
have to have its own Inventory, Accounts Receivable or General Ledger modules and can
therefore allow your organization to take full advantage of the strengths of the Accounting
System.

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Orion Point of Sale System POS Training Guide

Login

When you start POS component of the Orion Point of Sale System you will be presented with the
following screen.

This is the POS Screen with the Orion login box for the pos module situated in front of it.

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Orion Point of Sale System POS Training Guide

Once you successfully enter your POS username

username, password and have identified a workstation to
process transactions through
through, you will be able to proceed past the login screen to the actual
point of sale screen.

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Orion Point of Sale System POS Training Guide

The Orion POS Screen can be thought of as a collection of screen components that collectively
form the POS Screen.

The component sections are indicated here

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Orion Point of Sale System POS Training Guide

These components explained

explained:

The Top Section Where customer information is contained. In this section, you can select an
existing customer, create a new one or use the default Cash customer to process a sales
transaction. Along the top of this section is a standard Windows program menu. A short
description of the menu items follows:

File The
The File Menu contains a module to allow you to adjust POS hardware (Printers,
Cash Drawer and Customer Display) as well as a logout option.

Reports The Reports Menu contains a list of the back office that the currently logged
in user has access to. These are made available here to quicken the access to these
reports.

Check In / Out The System will automatically log the first

rst and last transaction of the
logged in user for a back office report. The user has the option of entering a start and
end time in addition to the logged time stored by the system. The intent of this option is
to increase the overall security of the POS system.

Cashout The Cashout Menu contains an xx-report report and Cashout component as well as
two options for Tender Retail. The X X-Report
Report is a special report that gives you a running
total of the currently logged in till up to this point in time. EEach time that
th you run the x-
report you will get the current totals for this till or Workstation. The Cashout module is
discussed in more detail later in this document. The Tender Retail Options are no longer
used.

Shift Change This option will perform a shift change

nge on the system. Typically, each
workstation does its own shift change though you can set Orion Point of Sale to do shift
changes by location or for the entire organization at once.

POS Options The POS Options menu item has two items for use with Givex Give
(www.givex.comn
www.givex.comn)) our preferred partner for gift card processing. Along with these items
are four switches to temporarily turn on the ability to stop at input fields during data
entry. By default, Orion POS has the Quan
Quantity,
tity, Price, Unit of Measure and Customer
Type fields turned off (to allow Bar Code Processing). These options will override the
defaults.

Keyboard It is possible to operate Orion POS without a Keyboard or Mouse. The

Keyboard Menu Item launches an on screen keyboard to facilitate data entry if you are
operating with a touch screen and do not have a keyboard on the computer.

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Orion Point of Sale System POS Training Guide

Help Standard Windows Help

The Transaction Type Display Next to the Help Menu Item is a colored section of the
screen. This area indicates the type of transaction currently selected for processing. If
you change the type of transaction both the text and color of this area change.

Below the menu in this section is the customer area.

In this area you can select a customer by any of a number of ways (including the finder, entering
the customer number directly or scrolling forward or backwards through the list of available
customers.

Next to the customer Input Field is a Ship to address list box. You can either select an existing
ship to address for the selected customer or you can choose to enter a new ship to address by
selecting the new option in the list box.

The additional fields button opens a sub screen that has a number of commonly used fields that
you may want to add to the current transaction.

The three white boxes display additional customer information on the POS Screen.

Logout Button The Logout button will log you out of the POS Module as long as there is no
transaction under way in the POS System. If there is, you must escape or cancel the current
transaction first.

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Orion Point of Sale System POS Training Guide

The Transaction Section Below the Customer Section is a section that contains the current
transaction details. As a transaction is built, the details of the transaction are displayed here. In
addition, details pertaining to the currently entered item being added to the current transaction
are displayed here (like the price, sale price, etc.). In addition, the running subtotal, tax and sale
totals are also displayed. There are four flyouts ( >> ) that display additional item information
(Item costs, Price by Unit of Measure, Quantity by llocation
ocation and a breakdown of the taxes).

The Enter/Edit Section Below the Transaction Detail Section is the data entry section. This is
where items are entered and/or edited during the creation and processing of a transaction.
Along with the item entry field (with the finder and scroll forward and back icons), are a number
of grayed out fields. These fields are nor accessible by default but can optionally
optional be turned on for
data entry. They are turned off to facilitate bar code entry.

Below these fields are eight buttons that will allow you to edit either the last line in the current
transaction or any detail line that you select.

Tax Button Allows you to edit taxes on the last or selected detail line.
UOM Button - Allows you to change the unit of measure (if additional units of measure exist) on
the last or selected detail line.
Price Button - Allows you to manually edit the price on the last or selected detail line.
QTY Button - Allows you to edit the quantity on the last or selected detail line.
Desc Button - Allows you to edit the description on the last or selected detail line.

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Orion Point of Sale System POS Training Guide

The Panel Section On the right side of the screen is a section that we call the Button Panel.
The button panel is a user definable part of the pos screen that contains a number of buttons.
These buttons can be removed or changed to facilitate more specific transaction processing
pr
requirements of the organization using the Orion Point of Sale System.

In addition to the transaction type buttons on the Button Panel are a number of special buttons
that normally are used in standard operation of the point of sale system. They are:

Customer Info Button Loads the Customer module (see the Customer Management Section of
this document).

Inventory Info Button Allows users to lookup Inventory Item Information without having it
effect the current transaction.

ESC Button The Escape Button.

Cor Button The correction button will highlight all of the characters entered into the item input
field to allow replacement without hitting the backspace a number of times.

Sub Button This button when pressed will add a subtotal line to the current transaction.

Enter Button The Enter Button; used to advance in the current transaction.

Number Buttons In the default button panel we have set up a number pad that is
interchangeable with the number keys on the keyboard. These keys may be required if you are
operating with a tough screen monitor on the computer (workstation).

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Orion Point of Sale System POS Training Guide

The POS Screen Bottom Line

The bottom line of the main POS screen displays the following information:

From left to right, System Information, the current user logged on, the current workstation name
logged on, the current shift and the current date and time.

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Orion Point of Sale System POS Training Guide

The Payment Screen

Once you have finished entering all of the items into the current transaction, pressing the enter
key on a blank input field will advance you to the payment screen.

The components of the payment screen are as follows:

Pay Type Selection Area Choose one or more payment types to pay out the current
transaction.

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Orion Point of Sale System POS Training Guide

Transaction Summary Displays totals, pay types already selected and the Sales Slip Print Status
(suppressed or Printing (Active)).

Depending on the type of payment being made or the type of transaction being processed, the
central part of this screen may change.

Screen Bottom Buttons Along the bottom of the screen are a number of buttons that allow you
to do the following:

Suppress Toggle the printing of the sales slip on or off.

Quick Pay Buttons pressing any of these (green) buttons will auto enter the amount
displayed on the button into the payment area of the selected pay type, eliminating the
need to enter the amount one character at a time.

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Orion Point of Sale System POS Training Guide

Transaction Types

Along the right hand side of the pos screen is a column of buttons identifying the types of
transactions that the Orion POS can process. These buttons are only displayed prior to the start
of a transaction. After beginning a transaction they change to tran
transaction
saction edit buttons.

By default, Orion Point of Sale is ready to process Sales Transactions immediately.

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Orion Point of Sale System POS Training Guide

The standard transaction types are listed here:

No Sale
A No Sale Transaction will log the opening of the cash drawer. A No Sale is
intended to help control access to the cash in the drawer.

Return
A Return Transaction is the opposite of a Sales Transaction. This is where goods
are returned and a credit note or money is returned to the customer.

Layaway
A Layaway is a transaction that takes place over time. In most cases, a
transaction in a point of sale system occurs immediately. Not so in a Layaway.
In this case, one or more payments are made against a transaction until the
goods being purchased are fully paid for. Then the goods are released to the
client and the layaway is converted into a sales transaction and finalized.

Void
A voided transaction is the removal of the transaction. Unlike a return, the
transaction is actually dropped as opposed to being reversed out. We
recommend that whenever possible a return be used to cancel a transaction.

Re-Print
This function will allow you to re-print any transaction processed through Orion
Point of Sale going back as far as you have retained history for.

Paid - In
The Paid-In function serves two purposes, paid in to till and paid in on account.

Paid - Out
The Paid Out or Cash paid out function is intended for use in situations where
you need to take cash out of the till. This logs the removal of cash for
accounting purposes.

Quote
A Quote is not an actual transaction but rather is a model of a transaction that
can be converted into a sale once the model is accepted by a client.

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Orion Point of Sale System POS Training Guide

Transaction Flow

When you start using the Orion POS module, the actual flow of transactions is relatively
straightforward. Every effort has been made to simplify the pos screen to facilitate ease of use.

In the simplest form, the steps are as follows:

Select a customer or leave the default cash customer as the customer on the
transaction.

Select a Transaction Type if different from the default Sales Transaction

Begin entering items until all of the items that the customer wishes to purchase
are entered.

After entering all of the items in the transaction, press enter on a blank item
entry field to advance to the payment screen.

Select one or more payment types and enter the amounts until you have
tendered the exact amount of the transaction or more.

At this point a sales slip will be printed and the Point of Sale Software will reset
itself to a point where a new transaction can begin.

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Orion Point of Sale System POS Training Guide

Select a customer or leave the default cash customer selected. You can choose to search for a
customer using the finder function if you do not know the customers code. After selecting a
customer you can begin entering items into the sale.

You can also choose to change the type of transaction by pressing one of the transaction type
buttons on the right hand sid
sidee of the screen. This must be done prior to entering items into a
transaction.

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Orion Point of Sale System POS Training Guide

Once an item is entered, continue entering items until all of the items that the customer is
purchasing are entered. Notice that the Transaction Type buttons along the right hand side of the
POS Screen change into edit keys once an item has been entered into the transaction.

At this point in the processing cycle you can choose to continue entering items or use one of the
edit buttons on the right hand side to edit any err
errant items.

Pressing enter on a blank input field will advance you to the payment screen of the Point of Sale
System.

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Orion Point of Sale System POS Training Guide

At this point you can choose one or more of the available pay
payment types.

Press the button for the type of payment that you want to process followed by the amount to be
applied.
If you enter an amount less than the total amount you can choose additional payment types until
you match or exceed the total amount of the sale. Once you enter or exceed the total amount of
the sale, the system will print a sales slip and position itself to perform the next transaction.
transaction

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Orion Point of Sale System POS Training Guide

Transaction Edit Options

After you have entered at least one Inventory Item in Orion POS, the transaction Type buttons
change it a set of default edit Buttons.

The standard Edit Buttons are:

Global Discount Apply a Percentage or amount discount to all line items in the current
transaction.

Discount Selected Apply a Percentage or amount discount to only the selected line items in the
current transaction.

Change Customer If you need to change the customer that the current transaction is being
processed for, this option will allow you to do that.

Coupon Entry Orion POS has the ability to process coupons. This button will allow you to select
and process any coupons that are set up.

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Orion Point of Sale System POS Training Guide

Item Entry and Edit

The Item entry and edit section of Orion POS is where you enter Inventory and non Inventory
items into the current transaction
transaction.

From the item entry field you can enter items in different ways. They are:

You can enter items vvia

ia the keyboard by typing in the items into the Item field.
You can scroll forward and backward to select an item
You can scroll forward and backward after entering part of the item number to
select an item
You can enter barcodes if Barcodes are setup in the system
You can press the magnifying glass
lass icon to launch the Orion Finder to search
for items based on other crit
criteria.

In the row below the Item Field are a number of grayed out fields. These fields are additional
data entry fields that can optionally be turned on facilitate data entry of other information (like
the quantity, unit of measure and the price for the currently entered item).

The row of buttons below that are edit keys that affect any existing lines entered into the current
transaction. By default, pressing any of these buttons will result in an edit of the last line in the
current sale. If you select a line higher up in the sale (with the mouse or one of the two arrow
keys on this row) the system will affect the line selected.

At the top of the item edit section of Orion POS is a area that contains four special purpose point
of sale options.

Item Info List Box The list box on this line allows users to select one of three sub screens of
information directly above the line. The other two options are to display Points Information or
customer information.

Hold Button Once you enter Item detail lines into a transaction the Hold button becomes
available to allow you to store the current transaction for recall at a later time in the day.
Typically, this function is used to temporarily suspend the transaction being processed to allow
the customer to go away for whatever reason allow it to be restarted later on without having to
re-enter
enter everything in the transaction.

Recall Button The Recall function will allow you to recall transactions that were placed on hold
as well as to recall (or import) tr
transactions
ansactions from history as well as to recall quotes made in the
Point of Sale System.

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Orion Point of Sale System POS Training Guide

Reprint Last Button This option will allow you to reprint the last transaction made in the Point
of Sale system.

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Orion Point of Sale System POS Training Guide

Cashout

When you have finished processing transactions for the day or shift, you should perform the cash
out function. Orion
n POS has this capability built into both the POS and Back Office (The
Management Console) components.

The cash out process begins by pressing the cash out button on the menu bar of the Point of Sale
module. Then Choose cash out. The following screen will appear.

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Orion Point of Sale System POS Training Guide

Subtract the amount of the float and ccontinue

ontinue counting the cash and other forms of currency
until all of the amounts are entered. The totals entered should match the totals generated by the
computer. The report should be printed and the system will automatically perform a shift
change. At this point you can either begin a new shift or shut down the till for the day.

The report printed is effectively a deposit slip for the cash out of th
this till.

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Orion Point of Sale System POS Training Guide

Finder

Throughout the entire Point of Sale System is a search tool that we refer to as the Finder.
The Screen below is an example of the finder attached to the Inventory Database.

To invoke the finder press the finder icon or F5. The finder icon is the magnifying glass icon at the
right end of the input area of any numbe
number of fields.

There are three fields at the top of the finder form. The first two are for adjusting the way that
the finder works. The third field is an input field for entering the search criteria (the search
criteria may also be set from input fields in the point of sale application itself).

The Finder can be set to automatically start the search after a short period of inactivity or it can
be set to require you to press the search button. The search button can also be pressed to
shorten the time it takes to start the finder if it is set to start automatically.

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Orion Point of Sale System POS Training Guide

Customer Management

Orion POS has its own customer database that is very similar to the Accpac Accounts Receivable
customer database. In the POS module there are five Tabs available with customer information.

The First tab is the General Tab

Tab.. It contains primarily address information for the selected
customer. The Customer Record is selected from the Customer ID field at the top of the POS
module. Below this field, the existing customer information is displayed. On the customer form,
a number of address and related fields are displayed. At the bottom of the form are three
buttons: Update | New | Close

Update To save Edited Records

New To Create New Customer Records in Orion
Close To Close the Customer Screen

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Orion Point of Sale System POS Training Guide

The Second Tab contains additional Contact Information

Information.

The Processing Tab of the customer database contains Customer Type and Tax Information.
Information

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The Extra Fields Tab contains the extra fields setup up in Accpac for the customers.
customers

The Sales History tab contains items sales history for this customer
customer.

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Orion Point of Sale System POS Training Guide

Inventory Lookup

The Inventory Info Button launches a function that allows you to lookup Inventory information
for items that are not in the current transaction. Primarily, the intent of this function is to lookup
price by unit of measure data and item quantity by location data.

The following two screens display this

this.

The first button displays the price per unit of measure

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Orion Point of Sale System POS Training Guide

The second button display s the quantity by location for all locati
locations

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Security

Orion POS has comprehensive security options for the POS module. These options are
maintained in the Management Console (or Back Office component) of the Orion Point of Sale
System.

Virtually and function in the Point of Sale Module can have security applied to it. The security
works by either allowing or disallowing the currently logged in user to access a given function (ie.
Change the price). If a user tries to use a function that they do not normally have access to, the
system will request a supervisor override password be entered. Only of this supervisor override
test fails will access to the given function be denied.

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Other Types of Transactions

There are a few transaction types that do not follow the standard transaction processing
workflow. Following are explanations of these more unique processes.

Void Transactions

When you choose the Void Transaction Button from the list of available transaction
types, you will be presented with the following screen.

From this screen you can void any transaction that has not been passed to the
accounting system.

1. Select a different date if there are unprocessed transactions on the date

selected. Scroll down to the transaction to void and select that item or you can
enter
nter an invoice number or change the tab to enter a serial number to search
for a transaction.

2. Select
elect the transaction to void by selecting the appropriate line.

3. Press the void button to void the transaction.

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Orion Point of Sale System POS Training Guide

Re-Print Transaction
Transactions

When you choose the Re Re-Print

Print Transaction Button from the list of available transaction
types, you will be presented with the following screen.

From this screen you can re

re-print
print any transaction exists in the Orion Point of Sale
transaction database. This means that you can rere-print
print any transaction ever entered in
Orion POS as long as the transaction history has not been deleted.

1. Select the transaction on the date selected. Enter an invoice number or change
the tab to enter a serial number to search for.

2. Select the transaction to re-print by selecting the appropriate line.

3. Press the re-print button to re-print the transaction.

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Orion Point of Sale System POS Training Guide

Paid In Transactions

When you choose to process a Paid In transaction

ransaction from the list of available transaction
types, you will be presented with the following screen.

From this screen you can process a Paid In. A Paid in Transaction is where a customer
wants to apply an amount to his existing Accounts Receivable balance or pay back an
amount borrowed from the till till. The Customer must exist in the customer database prior
to processing th
this type of transaction. Note: for paid in to till transactions, the cash
customer may be selected.

1. Select customer and press the Paid-In

In Button on the list of available transaction
types
types.

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Orion Point of Sale System POS Training Guide

2. Select a payment type from the list on the left hand side of the screen. The
screen will change as follows:

3. Enter a payment amount and optionally a reference (or check number, etc.).

4. If this is a Paid In On Account transaction, Check the ``On Customer Account

check box
box.

5. Select a reason and enter details

details.

6. Press the enter key to complete the transaction.

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Paid Out Transaction

Transactions

When you choose to process a Paid Out transaction from the list of available transaction
types, you will be presented with the following screen.

From this screen you can process a Paid Out transaction. A Paid Out transaction is where
you take an amount of money from the till to pay for something that
hat requires
immediate payment or for situations where cash is immediately required (for
( example
an employee wants a loan
loan).

1. Select the Paid Out Button on the list of available transaction types.
types

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Orion Point of Sale System POS Training Guide

2. Select a payment type from the list on the left hand side of the screen. The
screen will change as follows:

3. ter an amount and optionally a reference (or check number, etc.).

Enter

4. Select a reason and enter details

details.

5. Press the enter key to complete the transaction.

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