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YSECIT N.V. USER MANUAL- DA VINCI ENTERPRISES-POS

Contents

Startup Process .......................................................................................................................... 1

Log In ........................................................................................................................................ 2

Log Out ..................................................................................................................................... 4

Close Till ................................................................................................................................... 5

Open Till ................................................................................................................................... 7

Cash Management ..................................................................................................................... 8

Transaction: ....................................................................................................................... 9

Cash Figures .................................................................................................................... 12

Petty Cash ........................................................................................................................ 18

Cash Transfer .................................................................................................................. 20

Sale .......................................................................................................................................... 27

Retail Sale ........................................................................................................................ 28

How to create a New Sale ...................................................................................................... 28

Cash Payment ........................................................................................................................ 31

Credit Payment ...................................................................................................................... 36

Whole Sales ..................................................................................................................... 39

Parked .............................................................................................................................. 40

How to Park the item: ............................................................................................................ 40

IMEI Number for Mobile Items: ........................................................................................... 42

Quick Item ....................................................................................................................... 45

Item Lookup .................................................................................................................... 47

Stock/Outlet ..................................................................................................................... 48

Promo Codes ................................................................................................................... 50

Give Discount .................................................................................................................. 51

Management Discount ..................................................................................................... 52

Customer Card ................................................................................................................. 53

Remove Items .................................................................................................................. 55

Find Customer ................................................................................................................. 56

Accept & Refund ............................................................................................................. 58

Receipt ................................................................................................................................... 58

History ................................................................................................................................... 64

Message ........................................................................................................................... 65

Inbox ...................................................................................................................................... 65

Sent Mail................................................................................................................................ 66

Compose ................................................................................................................................ 67

Chat ........................................................................................................................................ 68

Refund ..................................................................................................................................... 69

Receipt ............................................................................................................................. 69

History ............................................................................................................................. 75

Vouchers ................................................................................................................................. 76

New Gift .......................................................................................................................... 76

Used ................................................................................................................................. 78

Unpaid Receipt........................................................................................................................ 79

Sales ................................................................................................................................. 80

Gift Certificate ................................................................................................................. 82

Customer ......................................................................................................................... 83

Stock Management.................................................................................................................. 84

Current Stock ................................................................................................................... 86

Re Order .......................................................................................................................... 87

Outlets ............................................................................................................................. 88

In ...................................................................................................................................... 89

Out ................................................................................................................................... 91

Transfers .......................................................................................................................... 93

New Inventory ................................................................................................................. 94

Inventory History ............................................................................................................ 95

Out (defect) ...................................................................................................................... 96

Returns (Defect) .............................................................................................................. 97

Request ............................................................................................................................ 98

Reports .................................................................................................................................... 99

Today Sales ................................................................................................................... 100

Item Flow ...................................................................................................................... 101

Sold Items per Clerk ...................................................................................................... 103

Today’s Cheque ............................................................................................................. 104

Customers ............................................................................................................................. 105

Users ..................................................................................................................................... 106

Exchange Rate ...................................................................................................................... 107

Mail & Alerts ........................................................................................................................ 108

Inbox .............................................................................................................................. 108

Sent Mail ....................................................................................................................... 109

Compose ........................................................................................................................ 110

Chat ............................................................................................................................... 111

Support .................................................................................................................................. 112

Change Password .................................................................................................................. 114

1

Startup Process

After click on the Da vinci-POS shortcut, the application gets loading

Log In

After the startup process, it will display the screen to login. Login with your User ID and

Password

Note: If your computer is not yet registered as a POS system from YsecIT you will get the

following message. This prevents any software and data theft. In this case you would have to ask

the system administrator.

After successfully logging in you will see the POS main menu

Log Out

To log out, click the "Log Out" button or press "F12" on your keyboard.

Close Till

To close the running till date click "Close till"

At the close of Running till date, will receive a confirmation message. You can confirm this by

pressing the "Yes" button when you are sure to close the cash register.

If the till is not balanced, the below screen will appear

Click "OK" to balance the cash and close the cash register.

If the till is successfully closed, you will get the following message

Click "OK" to continue.

Open Till

To open the Till, Click on "Open till"

To open the Till, Click on "Open till"

The following screen will appear for confirmation:

After clicking "Yes", the message will display as “The till is opened successfully”

Cash Management

To manage the cash details click on "Cash Management" or press "1" on your keyboard.

The cash management screen will appear with the following options:

1. Transaction

2. Cash Figures

3. Petty Cash

4. Cash Transfer

Transaction:

To check the Transaction click on “Transaction” or Press Alt+T on your Keyboard.

1. In Account Type, select the account type

2. Select the Transaction type (Rec, Paid)

3. Select a Payment Method (cash, pin and cheque)

4. Select the currency (USD, EUR, and SRD)

5. In Amount field, enter the amount.

6. Comment Field- gives a description of the transaction

7. Click Refresh to refresh the transaction.

8. Click "Save Print" to save the account transaction

9. Click "Cancel" to clear the transaction

To do against for the particular transaction by click Contra

For the contra, it will display the confirmation message:

Click “Yes” to do Contra

Note: You cannot make contra for sales and returns.

Note: For the particular transaction, if contra has been done, User cannot make two times contra

for same transactions. It will alert to the cashier.

Cash Figures

To adjust your cash money data:

Click on "Cash Figures" in the Options or Press Alt+C in your Keyboard.

Select a transaction type.

Select the Denomination Value Type

Select the currency

Enter the number of values in Quantity

When you are entering the quantity, It will display the below message.

Click "Yes" when you are sure to save the adjustments.

Click "Save" to save the changes.

Click on “Cash Balance" and “Specification” to print. Transaction The following screen will

appear with a list of all installed printers on your computer:

Select the printer to print. Enter the number of copies you want to take print and click "OK".

Click "Cancel" to cancel the adjustments.

Click "Reset Quantity" to set 0 to the denomination quantities

Enter Error Transactions or cash differences and comment for the same in the screen below:

During the balance of the Till, if there is any difference in transaction total after

the cash figure, then error transaction should be made. If the transaction total

difference is negative in any currency and payment type then transaction type

should be REC (received) and the transaction total difference is positive then

Transaction type should be PAID.

Note: Error Transaction should be made for minor amount difference. If your

error transaction is major then there is some problem in transaction please check

all those transactions and Cash figures of particular till.

Petty Cash

Managing general expenses:

Click on "Petty Cash" or Press Alt+P on your Computer.

1. In Account Type, select the Expenses type

2. Select Transaction type (Paid, Received)

3. Select a type (cash, pin, and cheque)

4. Select the currency (EUR, SRD, and USD)

5. In Amount field, enter the amount.

6. Comment Field- gives a description of the transaction

7. Click “Refresh” to refresh the Petty cash transaction.

8. Click "Save Print" to save and print the transaction

9. Click "Cancel" to clear the transaction

Cash Transfer

Click on "Cash Transfer" or Press Alt+F on your Computer.

You will get the following screen as shown below,

When you are finished specifying all the details, click Save & Print option

You will see the following screen

Select the printer to print.

Enter the number of copies you want to take print and Click "OK".

If you want a cash transfer History, click on the button

You will see the following screen

Select the cash transfer and click Print that you want to take the print out.

You will now see the following screen

Select the printer to print. Enter the number of copies you want to take print and

Click "OK".

If the transfer amount exceeds the available amount for the currency, Cashier will get the notify

from the POS. It’s explained in the below screen.

Sale

In order to sell click on "Sale" or press "2" on your keyboard

In the Sale Module, have the following options:

1. Retail Sale

2. Whole Sale (Only authorized person can view this option)

3. Quick search for items-Quick Find

4. To view a list of active product- Item Lookup

5. The search for an item by reference code- Stock/ Outlet

6. Promo Codes

7. Give Discount

8. Management Discount- Mgmt. Discount

9. Customer Card

10. Delete items - Remove

11. Custom Search in the List-Find Customer

12. Executing a return-Accept

13. Parked

14. Message communication within the network of your company- Message

Retail Sale

Click the Retail sale icon or Press Alt+R on your Keyboard

How to create a New Sale

Enter the Sales rep. id in Clerk to create a new sale.

Scan the barcode of the item in Item # or choose Quick Pick.

If an item is out of stock, you will get the following message:

Click "OK" and proceed with the sale.

In the event of a discount you must enter the amount for the same can also specify a percentage

discounts.

Note: For the sale item cannot give a discount. Authorized person can give discount.

If an item needs to be given for free, you can select the Checkbox that under Free? Option

Click Checkout to make the payments. Payments can be either in cash or account handled.

Cash Payment

For cash payments:

Select Cash

Enter the amount that the customer pays

If the customer paid more than he/she has to pay, then the following screen will pop up to handle

the Remaining money:

Here you need to enter how much change will give the customer back. Click on "Pay (End)" or

press "End". If the customer sales receipt as a gift voucher sales, you want the "Gift Receipt"

check box and click on "Pay (End)".

If you enter more money back to the customer in the field, you will get the following message:

The following screen will be displayed for entering the cheque information required to transact

the cheque payment.

Please note that one sale can have only three cheques per currency.

Please keep in mind that a cheque number cannot be entered more than one time. If you do so

then the POS will prompt you a warning message to prevent you.

In case you need to give back to the customer change the following screen will appear after

printing the sales voucher:

Click "OK" to continue with the handling the other sale.

Credit Payment

For payments on account:

Select Credit

Enter the comment for credit amount

Select the customer

Authorized person can enter the new customer

Double-click the customer's name to select the customer

Enter the amount that the customer needs to pay.

Select Gift Receipt if the customer would like a gift voucher sales

Click on "Pay (End)" or press End

Whole Sales

Select the Wholesale icon or Press Alt+W on your Keyboard

The procedure for Retail sale options same for Wholesale also and there is an option different in

Wholesale. Find the Screen below,

If the same item adding multiple times, Can change the Quantity

Parked

Click to make a parked sale or Press Alt+D on your computer

In "Parked sales receipt”- the parked sales are in the waiting list. To proceed with a sale, double

click on the sale, the sale is then activated and the POS sales screen will display.

How to Park the item:

Parked Sales List:

IMEI Number for Mobile Items:

Sale Retail and Wholesale

Enter the clerk ID

Enter the Barcode no.

If the entered barcode requires for IMEI Information, You will get the following screen:

It will display the payment screen, once the Payment is done for the sale, it will print

the receipt:

In print it will display the IMEI no for the item.

Quick Item

Select the Quick Item icon or Press Alt+Q on your Keyboard

To quickly find an item:

Select an item or find an item, enter the item's name.

Double click or press "Ctrl + C" on your keyboard to select the item

To exit the screen, press "Esc" on your keyboard. Click "Refresh" to refresh the list.

Item Lookup

Select the Item lookup option or Press Alt+L on your Keyboard

To view an active product list, click on Options in Item Lookup.

Click the Esc key on your keyboard to close the window

Stock/Outlet

Select the Stock/ Outlet icon

This gives the stock of each model

Click on Stock / Model

Scan or enter the Item Ref. Code and press "ENTER" on your keyboard

Current Location:

Other Location:

To select for a sale item double-click the item or press "Ctrl + C" to copy the item barcode.

Promo Codes

Select the Promo Code icon or Press Alt+P on your Keyboard

The below screen is the list of all the Promo items.

Give Discount

Select the Give Discount icon or Press Alt+G on your Keyboard

To give discount for an item:

Click the "Give Discount" icon. The following screen will appear,

The following options are there in Discount option.

You can give discounts on the selected item

You can give discounts for all the handling sales

Edit in price or discount amount, you have the following options:

You can update of the sale price and making the POS system automatically calculates the

discount

You can specify both the reduction in amount and as a percentage

You can enter a promo code (promo code is linked to a fixed percentage discount)

Click Okay to save the discount

Management Discount

Select the Give Discount icon or Press Alt+M on your Keyboard

This screen is for management Purpose.

For the user Login, the below screen will appear.

Customer Card

Select the customer card icon or Press Alt+S on your Computer

There is no item in the sale list, if we click Customer Card. The below screen will display,

Click "OK" and select an item.

Click Customer Card Option

Scan the barcode of Customer discount card. If a Customer card does not exist, the following

message appears:

Click "OK"

Remove Items

Select the below item to remove the selected item.

Find Customer

Select the below option to Find the Customer or Press Alt+U on your Keyboard.

Select the Customer, press Enter or double-click the customer.

To close the window press "Esc" key on your keyboard.

To insert a new customer, find the Follow steps, Enter in the Corresponding field:

Enter the First name

Enter the Last name

Enter your Phone number

Enter the Address

Enter the Email id

Click Save to save the Customer details.

Click Cancel to Clear the Data’s and close the Window.

Note:

1. Employees are indicated by Emp. - Followed by the name of the employee

2. Only authorized person can create the new employee

Accept & Refund

Select the below option to Accept or Press Alt+A on your Keyboard.

In Accept Return, you have the following options:

Receipt

History

Receipt

Click the Receipt icon or Press Alt+R on your Keyboard

Scan the barcode of the sales receipt

Enter the Return item’s in the field

If any item is Defect, Check the item in defect list

Should enter at least one item for Return, if not the below message will appear

For the return we have to mention the comment, for the same below message will appear,

Click the "Refund" to return money or click "Coupon" to provide Coupon for instead of

returning money to the Customer.

1. Refund

If you have selected the Refund the following screen will appear,

Enter the amount that you have to return to the customer.

Click on "Pay (End)" or press "End" key on your keyboard.

Note: If you entered too much money returns back to the Customer, you will get the following

messages:

If you enter less than the returning amount, you will get the following message:

Once the money refunded to customer, you will get back the following message:

Note: For refund the money, only Authorized person’s can allowed.

If you have selected the Coupon Refund. You will get the refund receipt and coupon for the

same,

Find the below screen for reference:

History

History is an overview of all returns that are made Current day. To view click on "History" or

Press Alt+H on your Keyboard

Message

In Message you have the following options:

Inbox

Send Mail

Compose

Chat

Inbox

Click on "Inbox" or Press Alt+I on your Keyboard to read your messages.

Sent Mail

Click on “Sent Mail” or Press Alt+S on your Keyboard to check your sent message.

Compose

Click on “Compose” or Press Alt+C on your Keyboard to sent mail

Select the recipient to send the mail.

Drag the receiver to selected recipients. You can drag more than one recipient.

Enter the subject for the mail in the Subject field.

Enter the message body.

Click "Send" option to send the mail.

Chat

Click on “Chat” or press Alt+H on your Keyboard.

With the chat option you have the opportunity to chat with the network of Da Vinci.

Refund

Select the “Refund” or Press 3 on your Keyboard.

In Refund, you have the following options:

Receipt

History

Receipt

Click the Receipt icon or Press Alt+R on your Keyboard

Scan the barcode of the sales receipt

Enter the Return item’s in the field

If any item is Defect, Check the item in defect list

Should enter at least one item for Return, if not the below message will appear

For the return we have to mention the comment, for the same below message will appear,

Click the "Refund" to return money or click "Coupon" to provide Coupon for instead of

returning money to the Customer.

Refund

If you have selected the Refund the following screen will appear,

Enter the amount that you have to return to the customer.

Click on "Pay (End)" or press "End" key on your keyboard.

Note: If you entered too much money returns back to the Customer, you will get the following

messages:

If you enter less than the returning amount, you will get the following message:

Once the money refunded to customer, you will get back the following message:

Note: For refund the money, only Authorized person’s can allowed.

If you have selected the Coupon Refund. You will get the refund receipt and coupon for the

same, Find the below screen for reference:

History

History is an overview of all returns that are made Current day. To view click on "History" or

Press Alt+H on your Keyboard

Vouchers

Click on Voucher Icon or Press 4 on your Keyboard.

In Vouchers you have the options to:

New Gift

Used Vouchers

New Gift

Click on "New Gift" in Options or Press Alt+N on your Keyboard

Select the amount in Pick Amount of Information

Select the customer from Customer’s dropdown list

Enter the Note

Enter the Name for whom the certificate is intended for in the Destined For field.

In Sender field, must indicate who supplied the Gift

In copies-By default 1 will be indicated. It’s for how many copies need to be print.

Click "Add to Gift Certificate"

For more gift certificates, repeat the above steps

Click on "Payment"

The Payment screen will appear. Enter the amount and Click Pay(End) or End key on

your Keyboard

Used

Click on “Used” in options or Press Alt+U on your Keyboard

Unpaid Receipt

Click on “Unpaid Receipt” icon or Press 5 on your Keyboard.

For unpaid receipts, can do the payments. The below option’s are there,

Sales

Gift Certificate

Customer

Sales

For outstanding sales payments:

Click on Sale or Press Alt+S on your Keyboard

Scan the barcode of sales receipt in Barcode # field or search the sale details in the list below

Click on "Pay Information" to view the Payment information details.

The following screen will appear:

Press "Esc" on your keyboard to close the screen.

Click on "Payment" to make payments

Gift Certificate

For outstanding Gift certificate payments:

Click on Gift certificate or Press Alt+G on your Keyboard

Click on Payment

Customer

For the payment of outstanding invoices by customer click on "Customer" in Options or Press

Alt+C on your Keyboard

Stock Management

Click on “Stock Management” or Press 6 on your Keyboard

The Stock Management screen you have the following options:

Current Stock

Click on “Current Stock” or Press Alt+C on your Keyboard.

It will display the Current Stock details

Re Order

Click on “Reorder” or Press Alt+R on your Keyboard

Outlets

Click on “OUTLETS” or Press Alt+O on your Keyboard

It will display the based on the Location current stock details.

In

Click on “IN” or Press Alt+I on your Keyboard

Receiving the item from another location to selected current location

If entered more than the remaining quantity, you will get the Following message:

Out

Click on “OUT” or Press Alt+U on your Keyboard

Transfer the item from one Location to another Location

Transfer Receipt:

Transfers

Click on “Transfers” or Press Alt+T on your Keyboard

It will Display the Transferred item details

By default, will display the Current date and can change the date.

Select the item and can reprint that.

New Inventory

Click on “New Inventory” or Press Alt+N on your Keyboard

To enter a new inventory:

Click on "New Inventory" in Options

Scan the barcode of the item

Inventory History

Click on “Inventory History” or Alt+I on your keyboard

To view the inventory history, select the Inventory Date.

Out (defect)

Click on “Out -Defect” or Alt+d on your keyboard

Scan the item barcode in the defective items of the stock over

Enter the comment for defect and click Transfer

Returns (Defect)

Select the item “Returns (Defect)” or Press Alt+F on your Keyboard.

Select the item on Bad Stock Items and drag it to transfer items and click Transfer.

Request

Click on “Request” or Press Alt+Q on your Keyboard.

Select the Pending Request

Enter the number of Quantity

Scan the item in Barcode

Enter a comment

Enter the number of boxes

Click Transfer

Reports

To view the report of the selling today click on "Reports" or press "7" on your keyboard.

Here you have the below options:

Today sales

Item Flow

Sold Items per Clerk

Today’s cheque

Today Sales

Click on “Today Sales” or Press Alt+T on your Keyboard

To view the current day sales details:

Item Flow

Click on “Item flow” or Press Alt+I on your keyboard

Scan or enter the barcode and press enter.

The details and product flow of the product is visible.

Click Reset to clear the display.

Click Print to take the print out of Product’s Item Flow

Sold Items per Clerk

Click on “Sold Items per Clerk” or Press Alt+S on your keyboard

To view the products sold by seller

Select the period from date and To date, then click Display

Today’s Cheque

To display all the cheque transactions/payments for the current till date, either press Alt+C or

click on Today's cheques.

Here is a screenshot of the screen which will display all the cheque transactions/payments done

by the current till and on the current date (today's date)

Customers

Click on“Customers” or Press 8 on your Keyboard.

It will display the Customer Details

Users

Click on”Users” or press 9 on your Keyboard.

It will display the User’s details:

Exchange Rate

Press X for View the Exchange rate details.

Press X again to close the Exchange rate details.

Mail & Alerts

Click on “Mail & Alerts” or Press M on your Keyboard

In Message you have the following options:

Inbox

Send Mail

Compose

Chat

Inbox

Click on "Inbox" or Press Alt+I on your Keyboard to read your messages.

Sent Mail

Click on “Sent Mail” or Press Alt+S on your Keyboard to check your sent message.

Compose

Click on “Compose” or Press Alt+C on your Keyboard to sent mail

Select the recipient to send the mail.

Drag the receiver to selected recipients. You can drag more than one recipient.

Enter the subject for the mail in the Subject field.

Enter the message body.

Click "Send" option to send the mail.

Chat

Click on “Chat” or press Alt+H on your Keyboard.

With the chat option you have the opportunity to chat with the network of Da Vinci.

Support

Click on “support” or Press ? On your Keyboard

A screen will appear with information about support options by YSEC IT.

To ask questions to the YSEC IT- Software Support:

Click on "Ask questions"

Enter the subject

Click Attachment place and add any file for reference.

Enter the Message Body

Click Send option to send the message

Change Password

Click on “Change Password” or press F2 on your Keyboard

1. Enter the current password

2. Enter the new Password which you need to change and Repeat the same password.