Adaco: Processing Point of Sale (POS) Data

Overview

As part of the perpetual Inventory capability, Adaco (formerly Purchasing & Inventory) can also deduct stock from Inventory, based on sales information provided by a Point of Sales Interface (POS). This article will cover how this can be configured and used, as well as how this can be reversed.

Configuring the POS Interface

After the POS interface is configured and enabled by the interface team at Fourth, there are some system settings that need to be configured:

• Assign each Revenue Center from the POS System to an Outlet in Purchasing & Inventory. To do so:
  • Go to Property > Setup > Location > Outlet
  • Double click the required Outlet
  • Enter the information into the Revenue Center field

Please Note: Each POS system requires a different Revenue Center numeric calculation, so please refer to your Fourth contact for specific instructions.

• Assign each PLU (Sales Item) to either a Product or a Recipe in Purchasing & Inventory
  • For a Recipe, go to Recipe > Recipe Center > Recipe Details > Advanced tab and enter the information into the PLU field
  • For a Product, go to Property > Products > Product Details > Retail and enter the information in the PLU and Price field
• Select Save for each entry 

Using the POS Interface

Once Purchasing & Inventory is set up to import the POS data, this may be set up by the system to import automatically.
This process can also be completed by following the process below each day to process the Sales data:

• Go to Recipes > Recipe Sales > Point of Sale Interface, as per Fig.1 

Fig.1 - Point of Sale Interface Menu 

• Select the correct Posting Period (the point where the Sales actually occurred)
• Enter the correct Posting Date to ensure the Sales are posted to the correct date
• Select Import File and select the appropriate day’s sales from the list of files displayed, see Fig.2

Please Note: Typically, sales files will be named according to the date that the sales took place.

Fig.2 - Importing POS Data

Please Note: If the POS system is configured to always produce a file with a default name and is configured in the POS Interface set up, then select Import Defaults, which will automatically load the default file from the default Location. To set this configuration:

• Go to Property > Administration > Interfaces > POS > POS Details

When the Sales file loads with the PLUs that have been sold, generally the information displayed in Fig.3 will be seen.
Each POS system may have slightly varying columns, so please refer to the Technical Support Team for details on additional data sets.

• Once all information is correct and any errors are corrected, select Process to process the Sales data

Please Note: Not all errors are required to be fixed for Sales items to be deducted from stock. For example, only key beverage items may be needed to be deducted from Inventory, so any errors relating to food items may be ignored.

When the Sales have been processed, a notification may prompt to view the ‘Invalid Products’ report. 

• Select Print Invalid Products and the resulting report will display any individual items which have failed to be deducted

Items will fail if there is insufficient stock to fulfil the items required by the Sales item if ‘Validate Stock’ is enabled in particular Outlets. 

To fix errors like this, post a transaction that ensures that there is sufficient stock in the issuing outlet (receive a Purchase Order, post an Outlet Requisition or post an internal Transfer to add sufficient stock to the issuing outlet).

Once the stock level in the issuing Outlet is corrected, re-process any failed Sales items, to do so:

• Choose Select File, select the Sales file which contains the errors and process using the method outlined above

Reversing POS Sales

Within Property > Set Up > User Groups > Recipe > POS Sales there is an access right called Reverse POS Sales.

Enabling this access right will allow a user who is assigned to the user group to reverse (cancel) POS sales.

• Go to Recipes > Recipe Sales > POS Interface and select the Report Log tab
• Search for batches of POS Sales that have been processed
• Select a batch of POS sales to cancel and then use the Reverse Sales button

Fig.4 - Reverse POS sale

The sales will then be cancelled and all sales revenues and inventory transactions relating to the POS sales batch will be removed.

Please note: POS Sales within previous periods that have been closed cannot be reversed as inventory counts have been reported and locked at the period end and cannot be subsequently amended.