Organising Implementation of System

Please read carefully.
With any P.O.S system, you need to enter details about the products you sell, including Supplier, Category and the Product details itself.
To successfully implement ClickPOS, follow the guide below to ensure a thorough implementation.

You will need to go through the following steps:

Organise the start date.

The start date involves:
Step 1 - Building  the product catalogue
Step 2 - Add users and assign users to their relevant group
Step 3 - Configure and set-up P.O.S PC's.
Step 4 - Store managers & sales reps to view and undergo training
Step 4 - Stock control officer to view and undergo training.
Step 5 - All stores to perform manual 'Stock Take'.
Step 6 - Enter all stock into ClickPOS
Step 7 - Now, we are ready to make sales.

Please Note: Stock is to be counted and entered into ClickPOS prior to going live.

Centralised Stock Control vs. Stock Control by Individual Stores

Centralised Stock Control

Stock is entered at a central location by one person, then stock is transferred to each store.
In this case, the staff at head office requires training in "Stock Control officer" training module.

or

Stock Control by Individual Stores

Stock is delivered from supplier directly to each store. In this case each store enters details of stock as it arrives. This means "Stock Control Officer" training must also be part of store training.
Build your Product Catalogue
This section shows you how to build and maintain the product catalogue.
You are required to add all products that you would sell into this area.
By building these details, the system holds consistency when adding items to stock and making sales. 


Video tutorials for maintaining and building the product catalogue

 

 

 
 


User Groups and Permissions
This section covers defining staff roles within the company.

View the user groups and permissions video training below to find out how users are created in ClickPOS.

User groups

Maintain User Group - Create user groups. This section specifies roles/department groups that your staff are assigned to.
Tick the permissions that you would to assign to the designated group. 
Pre-defined groups already exist within ClickPOS, you just need to adjust permissions if required;

For example, the group Administrators will have access to all areas of ClickPOS, where a Store Manager will have access to limited areas and Store reps will have even less permission. When you're required to change the permission, all staff under the category will be effected.
Click the training module below to see how to add and maintain user groups.

Video tutorials for creating and maintaining User Groups

Employees (Users)

You are required to enter all staff details & the stores they can access into the employee area.
You must also assign each person, to a User Group, to control their access.


Unique Login Vs. Shared Login

The following needs to be considered if you operate a multi-store environment;
Decide the most suitable access method before adding users into ClickPOS.

Unique login method (Each user has own login and password)
This method is most common, where each user gains access to the system using their own unique login details.
All activities of user can be traced through a log file.

Advantages
You can log the activities of a user including login date/time, and any changes to stock and sales.

Disadvantages
If you have only one pos terminal in a store being shared amongst several sales reps, then each time a sale is made, we recommend the user that is making the sale, changes the login to their own user name. This way we can trace the actual person that is making the sale.

See the training below on how to add new users into ClickPOS.
We suggest that you add all head office staff who will have their own login and password
Unique Login's Vs. Shared Login's

Shared login method (one login shared by all staff).
One login and password assigned for the store, and all users in the store uses the same login and password.

Advantages
Users are not required to change user names on each sale, and for commission purposes, they can select their name from the Sales Rep list.
This ensures the representative gets paid the appropriate commission whilst logging in the details for tracking at the same time.

Disadvantages
You cannot identify actions of the users, as the system log file keeps track of only the one login for store.
Follow the same method of adding a "Unique login" above, however instead of the reps name, add the store name as the username.

For example, To add a store called "Westfield Shopping Centre" Click
Maintain | System Admin | System Users

- Then add a user called "westfield" as the User Name,
- Then click OK
- Then add "Westfield" as the Name, and "Store" as the Last name.
- Assign appropriate Password where all sales reps in that store will use.
- Assign level of access, in this case "Store managers".
- Then click OK.
- On following page click OK to assign the store to the actual store name.
- Un-tick the "Display in Sale" box
- Then tick the pre-listed branch name "Westfield Store". then click OK.
Access for Westfield store has been successfully created.

Now, you can try the login using the user name (westfield) assigned to all store managers in the Westfield store.

Go to the login page, enter Company login and password then, enter "westfield" as the user name, then assigned password.


Assigning Store manager to new branch

At this stage, you also require to add Store Managers name into the system so when a sale is made, the store manager can select their name as they make sale through the front counter.
To do this go to, Maintain | Card File | Employees

Add all the Store managers names that will work in the Westfield Branch, by entering Name, and Last name into "Sales Representative" box. eg. "Adam Smith"
Leave the "Display in sale" ticked, then
Tick the "Westfield Store" as the Branch.
Click OK to save.

Repeat the process for all other Existing Stores and store managers.
Please note that, to assign access to future employees, use Maintain | Card File | Employees, section.

Note :
The Employees training module below, should be used only when using Shared Method. You may also use the Employees section to assign existing user to another branch, either permanently or temporarily.
Coming Soon


Configuring Store Computers and Testing Internet Access
Please note the following.

To use the system in the stores, you must go to each stores PC and install and test the connection of internet.

- You must have computer and internet connection
- We highly recommend use of a barcode scanner
- Download the required drivers below to setup the system hardware
Internet Explorer
Click here for setup instructions
Includes page setup, security and allow pop-up.
Epson TM-T88IV Receipt Printer
Click here for setup instructions - Coming Soon
You require to install OPOS driver if you wish to use the T88 printer.
Download and install serial or usb cable OPOS driver.
Barcode Scanner
Click here to download Barcode Font - Coming Soon
The font installs automatically. Used to create your own barcode labels.
Zebra & Del-Sol 4" Direct Thermal Label Printer
Click here for setup instructions - Coming Soon
Follow the guide to install the label printer.
This printer is suitable for those that require printing their own in-house barcodes, situated in the stock labelling room.


Video Training
All users are ready to be trained on using the new system for their nominated roles within the company. Staff needs training on how to make sale & stock transfers, etc.

All video training modules are displayed on the main page of help.
Please advise all staff to go through each phase of user training.
Perform Stock Take
Before each store can begin using the system, each store must perform manual stock-take. Stock take can be performed in two ways.

If you are using the "Centralised Stock Control" A nominated person from head office can visit each store, and count stock. Then enter all details into system or
If you are using the "Stock Control by Individual Stores" method then, a manager from each store will do the stock count, then enter all stock into system.

To perform the stock count we suggest you produce the Product Type Barcode List 5-2 report. This report contains a list of all products you entered into catalogue.

Reports | Maintenance reports | Product Type Barcode List 5-2.

The report is used for writing the quantity along side each item. Then, once stock take is finalised, use the barcodes on the report to scan the items into the system, specifying quantity for each item.

A sample "Product Type Barcode List 5-2" report

ReportsMaintenanceProdType5-2.jpg (32738 bytes)

Note: If you cannot see the barcode as appears under the heading "Actual Barcode", then you have not downloaded barcode font as specified under Step 3. Click here to download Barcode Font - Coming soon

Note : If there are products on your shelves that are not listed in 5-2 report, then take down the details. Including : Product description, Supplier, Price and Barcode of the product, and report to your stock control officer to add this item to master product catalogue.
Add Stock Count to System After Stock Take
Once stock take is complete, your required to enter details into the system.
This area is covered in Stock Control Video Training.
Use above report "Product Type Barcode List 5-2", to enter stock into system. At this stage you can use your barcode scanner to scan the barcode of each product listed under "Actual Barcode" heading within the report, then specify quantity.

NOTE : When adding stock into the system, we advise that you login to the branch where the items are to received. This way the items are added directly into the locations stock.
Add Product to Stock

Once all products are added to stock, you can check to see your stock list under, Reports | Stock | Product List 2-1 and Phone List 2.2 or to see stock for all stores, print the reports under Maintain | Global Reports | Stock reports | product by branch...
Ready to "Go Live"
All stores are now active.

Daily operation

As an administrator, you need to keep a close eye on all facets of the system.
The most important areas are to check that all sales are going through and banking matches the system.

To see the daily transactions, go to
Maintain | Global Reports | Sales Reports | Daily Activity 1.4 report



Check List
Use the check list to list the approximate dates for each store
Scheduled Date
Step 1 Build product details
___/___/____
Step 2 User groups and permission
___/___/____
Step 3 Test hardware - Internet access, reports &
(optional) PC speakers for video training
___/___/____
Step 4 Sales representative training date

Supply following documentation to your sales staff.
- How to login
- Staff Training modules
___/___/____
Step 5 Stock take date, enter stock into system

Supply following documentation to your stock staff.
- How to login
- Staff training stock control
- Product catalogue - for manual stock take
- Items not listed in the 5.2 report.
___/___/____
Step 6 Ready for sales

                                 ___/___/____