A User's Guide to Retail Module

This guide is about learning to use the iVendNext POS for daily sales. It starts with getting an iVendNext account, emphasizing the need for a separate Cashier account in addition to the admin account. It outlines setting up a user, including assigning roles, permissions, and a shift profile. You also need to select a store, POS profile, and configure the POS terminal and hardware. Then it covers creating item groups, items (specifically "Standard Item"), and setting prices. The guide also includes requesting and receiving items via Purchase Orders and Purchase Receipts. It mentions how to sell items at the POS, paying for procured items through Purchase Invoices and Payment Entries, and closing the POS and shift. Lastly, it touches on generating various reports like Shift Count, Z Tape, POS Sales, Tender Collection, and Stock Ledger. Essentially, it's a step-by-step guide to use the iVendNext Retail Module for sales operations.

Request for an Account

Reach out to the iVendNext onboarding Team and procure an iVendNext account. You will get a username and a password to log in to your iVendNext application. Note: By default you get access to an administrator account. You must create a separate account for all your non-administrative use.

For illustration we will create a Cashier account and will be using this account across this guide to perform the below activities.

Create a User
Select the Role Profile
Set Retail Permission
Enable User for POS Operations
Select the Default Shift Profile
Select a Warehouse
Select a POS Profile
Configure the POS Terminal
Setup the Hardware Profile
Create Item Groups
Create Item
Set Item Price
Request Items (Purchase Order)
Procure Items (Purchase Receipt)
Sell Items
Pay for the Items procured
Create Payment Entry
Close POS
Generate Shift Count Report
Generate Z Tape Report
Generate POS Sales Report
Generate Tender Collection Report
View Stock Ledger

Create a User

Creating a User in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Users

Navigate to the User List View Screen
Click the Add User button to open the New User Creation screen
Specify the Email address
Enter the First Name and the Last Name of the user
Specify the Username
Click the Save button

Select the Role Profile

Select the Role Profile from the pre-defined list or choose to create one. For illustration we have selected Sales as the Role Profile.

Creating a Role Profile in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Users > Role Profile

Access the Role Profile List View Screen
Click the Add Role Profile button to open the New Role Profile screen
Specify the Role Name
Select the Profile
Click the Save button

Set Retail Permission

Select a Retail Permission from the pre-defined list or choose to create one. For illustration we have selected Cashier.

Creating a Retail Permission in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Retail Permission

Access the Retail Permission List View Screen
Click the Add Retail Permission button to open the New Retail Permission screen
Specify the Retail Permission Name
Tick the required permissions
Click the Save button

Enable the User for POS Operations

Check the Is POS User box. This will allow this user to be able to perform POS operations. This will unlock a new tab called "Cashier Settings"

Select the Default Shift Profile

Select the Default Shift Profile from the pre-defined list or choose to create one. For illustration we have selected Cashier.

Creating a Default Shift Profile in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Shift Profile

Access the POS Shift Profile List View Screen
Click the Add POS Shift Profile button to open the New POS Shift Profile screen
Specify the Code
Specify the Description
Click the Save button

Select Store

Select the Store from the pre-defined list or choose to create one. For illustration we have selected the Brooklyn Store.

Creating a Store in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Inventory > Warehouse

Access the Warehouse List View Screen
Click the Add Warehouse button to open the New Warehouse screen
Specify the Warehouse Name

Tick the box - Is Retail Store
Specify the Price List
Select a Cash Customer

Specify the Tax Number
Select the Tax Category
Specify the Email Account
Select an Email Template

Specify the Warehouse Contact Information (Optional)
Click the Save button

Select POS Profile

Select the POS Profile from the pre-defined list or choose to create one. For illustration we have selected the POS-BK.

Creating a POS Profile in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > POS Profile

Access the POS Profile List View Screen
Click the Add POS Profile button to open the New POS Profile screen
Specify the POS Profile Name
Select the Store. (Manual Selection Required)
Select the Company. (Should Pre-populate)
Select the Interface Profile
Select the Theme

Specify the Customer Display Settings. (only when you have a CFD installed)
Use the Payment Template to define the Payment Methods

Specify the Print Settings (Optional but recommended)

Specify the Currency
Specify the Write Off Account
Select the Write Off Cost Center
Specify the Write Off Limit
Click the Save button

Configure the POS Terminal

Setup a POS Terminal.

Creating a POS Terminal in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > POS Terminal

Access the POS Terminal List View Screen
Click the Add POS Terminal button to open the New POS Terminal screen
Specify the POS Terminal Name
Select the Company (Should be pre-populated)
Select the Store (Manual Selection Required)

Tick the box Has Multiple Cash Drawers to be able to attach Cash Drawers
Tick the box Has Customer Display to be able to attach Customer Displays
Click the Save button

Configure the Hardware Profile

Setup a Hardware Profile.

Path: Home > Retail > Hardware Profile

Access the Hardware Profile List View Screen
Click the Add Hardware Profile button to open the New Hardware Profile screen
Specify the Hardware Profile Name

Specify the Description. (Optional)
Tick the Has Printer box on the Printer Tab
Tick the Is Cash Drawer Attached box on the Printer Tab
Click the Save button

Create Item Group Entry - (Standard Item)

Creating an Item Group in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Item Group

Access the Item Group List View Screen
Click the Add Item Group button to open the New Item Group screen
Specify the Item Group Name
Specify the Item Group Defaults
- Company (Pre Populated)
- Default Warehouse (Optional)
- Default Price List (Optional)
Click the Save button

Create Item Entry - (Standard Item)

iVendNext allows you to create the below Item Types:

Standard Item
Variant Item
Serial Item
Batch Item
Bundle Item

However to keep things simple to understand we will proceed with the creation of a Standard Item.

Item Code - CM-1001
Item Description - Coffee Mug

Creating an Item in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Item

Access the Item List View Screen.
Click the Add Item button to open the New Item Group screen.
Specify the Item Code
Select the Item Group
Specify the Default Unit of Measure

Specify the Purchase Unit of Measure - On the Purchasing Tab

(Optional but Recommended)

Specify the Sales Unit of Measure - On the Sales Tab

(Optional but Recommended)

Click the Save button

Specify the Item Price

You can specify the Item Price via the Item Price List. There are multiple ways to approach the Item Price List Screen.

From the Item Master Screen
From the Item Price List View Screen

On the Item Master Screen, under Actions click on the Add/Edit Item Prices option. This will open the Item Price List View Screen

Click the Add Item Price button
Specify the Item Code
Specify the UOM
Specify the Price List. It is recommended to create both the Standard Selling Price List as well as the Standard Buying Price List
Specify the Rate
Click the Save button

Now that we have created an Item and also defined the Selling Price and the Buying Price, let us buy some quantities from a Supplier.

Request Items - Raise a Purchase Order

Raise a Purchase Order to request Coffee Mug Item (CM-1001) from a Supplier. Creating a Purchase Order in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Buying > Purchase Order

Access the Purchase Order List View Screen
Click the Add Purchase Order button to open the New Purchase Order screen
Select Supplier
Set Required By Date
Add Items
Set Item Quantity
Set Item Price
Apply Taxes (Optional)

Save the Purchase Order. The Status will change from Not Saved to Draft

Submit the Purchase Order. The Status will change from Draft to To Receive and Bill

Now that we have requested some quantities of the Coffee Mug Item (CM-1001) from a Supplier, let us receive the item.

Receive Items - Raise a Purchase Receipt

Raise a Purchase Receipt to receive Coffee Mug Item (CM-1001).

Creating a Purchase Receipt in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Buying > Purchase Receipt

You can raise a Purchase Receipt via the Purchase Receipt Screen. There are multiple ways to approach the Purchase Receipt Screen.

From the Purchase Order Master Screen
From the Purchase Receipt List View Screen

On the Purchase Order Master Screen, under Actions click on the Purchase Receipt option. This will open the Purchase Receipt List View Screen.

Click the Add Purchase Receipt button to open the New Purchase Receipt screen.
Verify the Supplier.
Verify the Required By Date
Verify the Accepted Warehouse
Verify the Accepted Quantity

Save the Purchase Receipt. The Status will change from Not Saved to Draft

Submit the Purchase Receipt. The Status will change from Draft to To Bill

Now that we have procured 100 quantities of the Coffee Mug (CM-1001) item, let us try to sell this at the POS.

Sell Items at POS

Performing a Sale in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Launch the POS

On the POS Terminal Setup screen:

Select the POS Terminal
Click the Submit button to launch the Opening Amount screen

On the Opening Amount Screen:

Select Cash Drawer
Specify the Opening Amount
Start Selling

To demonstrate a simple sale transaction using iVendNext POS, we will add a single item (CM-1001) with multiple quantities.

Add Item(s). (CM--1001)

Specify the Quantity To Sell. We have specified 15 as the Quantity To Sell.

Select a Customer. By default a Walk In Customer, also referred to as the Cash Customer is pre selected. However, to record the sale against a customer, you must add that customer to the sale.

Click the Cash button to pay by cash

Click the Credit Card Button to pay the remaining balance by card

Click OK to make the payment and conclude the sale
Print the Transaction Receipt (Optional)

Click the New Transaction Button to return to the Transaction Screen.

Received a Purchase Invoice

Earlier we requested some items to sell and raised a Purchase Order. Upon receiving the items we eventually raised a Purchase Receipt to acknowledge the Items Received.

Now the Supplier has issued a Purchase Invoice. It is a bill received from the supplier for the items provided.

Raise a Purchase Invoice for the received Coffee Mug Item (CM-1001).

Creating a Purchase Invoice in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Buying > Purchase Invoice

Access the Purchase Invoice List View Screen.

There are multiple ways to approach the Purchase Invoice Screen.

From the Purchase Receipt Master Screen
From the Purchase Invoice List View Screen

On the Purchase Receipt Master Screen, under Actions click on the Purchase Invoice option. This will open the New Purchase Invoice Screen.

On the New Purchase Invoice Screen, verify the below information:

Supplier
Due Date
Item Code
Accepted Quantity
Item Rate
Amount

Save the Purchase Invoice. The Status will change from Not Saved to Draft

Let us pay for the Coffee Mug Item purchased from the Supplier. We will create a Payment Entry to record the same.

Create Payment Entry

Creating a Payment Entry for a Purchase Order ensures that your financial transactions are accurately recorded, tracked, and reconciled, which is vital for effective financial management.

Creating a Purchase Entry in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Buying > Payment Entry

There are multiple ways to approach the Payment Entry Screen.

From the Payment Entry Master Screen
From the Purchase Invoice Screen

On the Purchase Invoice Master Screen, under Create click on the Payment option. This will open the New Purchase Entry Screen.

On the New Payment Entry Screen, specify the Mode of Payment and verify the Paid Amount.

Save the Payment Entry. The Status will change from Not Saved to Draft.

Submit the Payment Entry. The Status will change from Draft to Submitted.

You can click on the Ledger tab to view the corresponding Payment Entry in the Ledger.

Close POS

Click the Transactions Button

Click the Close POS button
Click Yes on the confirmation dialog box

Count Tender

Count the tender on the Shift Close screen

Select the desired row
Click the Count Button
Specify the count on the Tender Count Details dialog box

Click "Submit”

In case of multiple Tender Types, you will have to count them individually.

Shift Count Report

Print the Shift Count Report. (Optional)

Z Tape Report

Print the Z Tape Report. (Optional)

Generate the POS Sales Report

A POS Sales Report provides a detailed and comprehensive analysis of sales transactions processed through the point-of-sale.

Creating a POS Sales Report in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Reports > POS Sales Report

Generate the Tender Collection Report

A Tender Collection Report in iVendNext provides a detailed and comprehensive analysis of all the payment transactions processed through various tender types (like cash, credit card, etc.) within a specific period.

Creating a Tender Collection Report in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Reports > Tender Collection Report

Generate the Stock Ledger Report

A Stock Ledger Report in iVendNext provides a comprehensive record of all stock movements within your organization. This report is essential for tracking stock levels, understanding flow of goods, and maintaining accurate inventory levels.

Creating a Stock Ledger Report in iVendNext involves a few key steps. Here's a simplified guide to help you get started:

Path: Home > Retail > Reports > Stock Ledger Report

A User's Guide to Retail Module - Advanced

iVendNext