POS

  

A complete guide to setting up and running Solace Point of Sale (POS) — supported devices, till and payment configuration, the touch-screen menu, day-to-day sales operations, and cashier training.

Solace POS is a real-time front end to Solace Accounting: every sale is posted directly to the ledger and all accounting reports update immediately, with no separate close-of-day import step. This module assumes company, user and salesperson setup from General Setup (in particular Module D — Users and Salespersons) is already done.

Scope. This guide follows the menus of Control Panel and the POS workstation screens as they exist in the current version of the application. Screen and button names quoted below (e.g. “Method of Payment”, “Till”) are the exact captions, so you can follow along inside the application.

Purpose and Scope

This guide walks a new user through everything that has to be configured before a till can be used, then through the day-to-day functions a cashier and a supervisor use while trading, and finishes with a cashier training section for staff who only use the POS workstation and never touch Control Panel.

Solace POS can run on its own workstation without Solace Accounting installed locally — all settings and setup live in the main Solace company — but the accounting side of that company must be configured first, since POS reuses its accounts, customers and users rather than keeping its own copy.

Supported Devices

The only device strictly required to run a till is a printer; everything else is optional and adds a specific capability:

Device	Purpose
Till Slip Printer	Prints the sale slip/receipt. The one required device.
Barcode Scanner	Reads standard barcodes and the price/weight-embedded barcodes produced by a weighing scale (§3.5.4).
Cash Drawer	Opens automatically on payment, either directly via a printer or over its own serial port (§3.5.2).
Card Reader	Reads a customer's account card to recall their account (§3.5.5); behaves like a keyboard, so a faulty reader can be temporarily replaced by typing.
Pole (Pole Display)	A two-line, 20-character-per-line customer-facing display; also shows a scrolling idle message (§3.5.3).
Weight Dish / Scale	Weighs an item and encodes its price or weight into a barcode for the scanner to read (§3.5.4).
Biometric (Fingerprint) Reader	Verifies or logs a cashier by fingerprint instead of a password (§3.5.6).
Touch Screen	Lets the main sale screen run as a button-driven menu instead of code/barcode entry (§3.6).

Setup and Configuration

Before configuring POS, the accounting side of the company must already be set up — POS itself then takes only a few extra steps.

Device Interfaces

Most devices connect over USB (picked up automatically by the operating system) or over a serial port, which must be configured before a serial device will work. Solace groups serial port settings so one named group can be reused by more than one device.

1. From the main screen, click Control Panel.
2. Double-click Company Settings.
3. Click the Interfaces menu button.
4. Click the green cross to add a new serial port setting.
5. Type a name that identifies the setting.
6. Enter the serial port parameters (these come from the device's own install guide).
7. Click Save, then Apply.

Cashier Role and Cashiers

Using Module D (Users and Salespersons):

1. Create a role named Cashier.
2. Create a second role named Supervisor.
3. Set up each role's rights according to what that role should be allowed to do.

Cashiers are simply salespersons created with the Cashier role, which restricts their privileges compared to a Supervisor.

Methods of Payment

Solace Accounting supports any number of payment methods; the most common are Cash, Card, Cheque and electronic transfer (EFT).

1. From the main screen, click Control Panel.
2. Double-click Method of Payment.
3. Select a method in the list and click Add (e.g. type CASH as the description).
4. Select the ledger account that records payments of this type.
5. Select the journal type that records transactions of this type.
6. Click Save.

The Options block must always be completed; the Process block is only needed if extra detail must be captured for each payment of this type.

POS Settings

The main POS settings screen (only available if the POS module is installed) holds the general configuration:

1. From the main screen, click Control Panel.
2. Double-click Point of Sales.
3. Click General.
4. Select the Till Account — the default cash-customer account used for all till invoices. If the list is empty, first create a customer called Cash and mark it as the Cash Customer (see Accounting, Module A).
5. Select the Cash Transfer Account — records float movements (money taken from or put into the drawer outside of a sale).

Tills

A till is one cashier workstation; there is no limit on how many can connect to the server at once.

From the POS settings screen, click Till to reveal the till list, then type the number of tills your store needs in the Settings box (e.g. 10 generates tills numbered 1000–1009). Select each till and configure it in the tabs below.

Global Tab

Field	Meaning
POS Type	The screen layout for this till. Four types are available; Standard Screen is the default described in §5, and Take-Away Screen is the touch-menu layout described in §3.6.
Touch Screen	Tick if this workstation's screen supports touch.
System Update Path	A shared folder used to centralise POS software updates — every workstation can update from this one local repository instead of the internet individually.

Drawer Tab

If a cash drawer is connected to this till, tick Connected and complete:

Field	Meaning
Via Printer	Tick if the drawer is opened through the receipt printer rather than its own port.
Port	The serial port the drawer is connected to, if not opened via the printer. The port must already exist under Device Interfaces (§3.1).
Control String	The command sequence sent to open the drawer; pick one from the list, or type a custom sequence separating each command with a +.

Pole Display

The standard pole display has two lines of 20 characters each. Solace can drive two pole displays at once, and shows a scrolling message after an idle-time delay you configure.

Weight Dish or Scale

A weighing scale (commonly used for salad bars, bulk nuts/candy, and similar bulk items) prints a barcode that encodes either the item's price or its weight; either barcode type includes the inventory item code. Any scale able to print a UPC or EAN barcode is compatible.

The default barcode format is 2CCCCC9XXXXX9:

Segment	Meaning
Leading 2	Marks this as a scale-generated code; any other leading digit is ignored as an embedded code.
CCCCC	The item code.
9 (each)	A checksum digit generated by the scale.
XXXXX	The embedded value — the price or the weight, depending on scale configuration.

Example: with format 2CCCCC9XXXXX9, a scanned code decodes to item code 01002 and price 20.51; with format 20CCCC9XXXXX9 the same value decodes to item code 1002, price 20.51. To test a format, scan (or type in) a barcode the scale generated and click Test.

Card Reader

A card reader behaves like a keyboard (so a faulty reader can be worked around by typing), and is used in Solace to retrieve a customer's account.

Biometric – Fingerprint Reader

A fingerprint reader can be used for Cashier Verification or Cashier Logging. Install and test the device on the workstation first — Solace only interfaces with Digital Persona-emulated devices. Once enabled, the biometrics buttons appear on the user details screen.

To record a cashier's fingerprints:

1. Open a user's or salesperson's details for edit.
2. Click the white Biometrics square.
3. Wait for the Scan Finger prompt, then place one finger on the reader until the image is captured, and lift.
4. Repeat 3 more times (4 scans total, same finger).
5. Click Save — enabled only once all 4 scans are valid.

Timeout. The reader times out after 10 seconds. If a scan isn't validated in time, the whole 4-scan sequence must be restarted from scratch, using the same finger throughout.

Managing the Touch Screen Menu

Setting a till's POS Type to a non-standard screen (e.g. Take-Away Screen, §3.5.1) switches the main sale screen to a button-driven touch menu, organised as groups (which open a sub-menu) and items (which add an inventory item to the sale directly). The first group created becomes the main menu shown when the POS screen opens.

To set up the touch menu:

1. From Control Panel, double-click Point of Sales, then Till.
2. On the Global tab, set POS Type to Take-Away Screen and click Apply.
3. Click POS Menu; set the number of button columns and rows, and leave Button Gap at 2 (button spacing); click Apply.
4. Click the green plus to add a group/sub-menu.

A group button has these properties:

Field	Meaning
Button Type	Locked to Sub-Menu for a group button.
Button Display	Locked to Show Text for a group button.
Button Colour / Font Colour	Background and text colour for the button.
Button Text	Up to 5 lines of text shown on the button.

After creating a group, select it and switch tabs (e.g. select Main menu and open the Main Menu tab) to leave the sub-menu editor and return to laying out buttons on the level above. Click an empty button to link it either to a sub-menu (choose Sub-Menu, then pick the target from the list) or to an inventory item (choose Select Item, pick the item, optionally tick Show Image). Repeat for every button until the menu is complete.

Using the POS Workstation

Each workstation reads its own configuration file (generated from Solace Accounting and saved under the workstation's settings folder) for its start-up parameters, most importantly the server location and login credentials. The main screen adapts itself to the POS Type selected for that till (§3.5.1); this guide's screenshots use Take-Away Screen. POS can lock the workstation for POS-only use, and exiting that lock can be tied to a workstation shutdown. A salesperson or user must have a password set to log in to POS.

The POS Main Screen

A single entry box accepts keyboard input, and Solace determines how to interpret it from context: in standard (non-touch) mode, typed or scanned input is matched against barcode and inventory codes; in touch-menu mode, the same sale can also be built by tapping group and item buttons.

Parking and Retrieving a Sale

Solace POS can hold up to 3 sales on a stack at once. Buttons 1, 2 and 3 park the current sale temporarily so a new customer can be served, then retrieve (un-hold) it later to finish the transaction.

Supervisor Mode

Any function that needs elevated security automatically prompts for Supervisor Mode. Every function is secured this way except Add Qty, Payment, Reprint, PLU and Logout.

Price Look-Up (PLU)

Checks the price of an item — searching by inventory code or barcode — without adding it to the current sale.

Processing a Sale

1. Type the item code, or scan its barcode. Repeat for every item.
2. Press Payment.
3. Enter the tendered amount and press Enter.

The slip prints and the system is ready for the next sale.

Correcting a Sale

Void, Remove Item and Refund an Invoice all require entering the supervisor code (or swiping the supervisor card) and pressing Enter (if using a keyboard) before they take effect.

Function	What it does
Void	Cancels the sale currently on screen entirely; the system returns ready for a new sale.
Remove Item	Removes one unwanted line from the current sale (select it from the list, or type its item code); it appears with a (-) sign, then the system returns to normal sale entry.
Refund an Invoice	Creates a credit note against a previous invoice and returns the stock quantities to inventory. Enter the original invoice number (date, account and amount are fetched automatically for verification), the customer/slip-holder details, and a reason if applicable, then the amount actually tendered back to the customer.

Account Sales, Returns, and Slip Reprints

Function	What it does
Account	Switches the current sale onto a specific customer's account (enter the supervisor code, then the customer code or card, adjusting the address if needed) so it can later be billed on a statement instead of paid immediately. If a customer picture is on file it displays here — a useful check against account misuse.
Returns	Puts the till into returns mode, in which every item added gets a negative (-) sign, allowing several returned items to be captured under one supervisor authorisation. The cashier must end returns mode explicitly (click Returns again) before resuming normal sales.
Reprint Last Slip	Reprints the last invoice slip processed this shift.

Day-End Functions

At the end of the day, a supervisor runs the day-end functions (via the Admin button, or by entering the supervisor code from the Returns button) to close the current shift, cash up, and print the shift report. All data is archived and the corresponding accounting reports remain available at any time afterwards.

Cashier Training

This section is aimed at staff who only operate the POS workstation day to day, rather than configuring it.

Cashier Job Requirements

• Prior retail cashier or salesperson experience.
• Basic comfort with PC equipment such as cash registers, scanners and money counters.
• Communication and time-management skills.
• A focus on customer satisfaction.
• Attention to detail and basic calculation ability.

Customer Service Skills

Skill	Why it matters
General friendliness	A positive, upbeat demeanour throughout the interaction gives the customer a good experience.
Greeting	The cashier is often the first (or last) staff member a customer speaks to — set the tone, answer questions, and help with directions.
Cross-selling	The last chance before a sale closes to confirm the customer found everything they needed, or offer a small add-on (gift cards, till-point items).
Handling complaints	Cashiers are often the first point of contact for returns or complaints. Active-listening phrases of courtesy (“I apologize”, “Will you...?” rather than “You will...”) help de-escalate an upset customer.

Duties and Responsibilities of a Cashier

Duties	Responsibilities
Ringing up sales Bagging items Requesting price checks Honouring coupons Collecting payment and giving correct change Processing merchandise returns and exchanges Offering carry-out service at the end of a transaction	Greeting customers as they enter Keeping the checkout area clean and orderly Counting the cash drawer at the start of a shift to confirm the float is correct Answering questions on store procedures or policy Monitoring checkout stations for adequate cash and staffing

Logging In, Switching Users, and Logging Out

1. Use the desktop program icon to load the POS background screen.
2. Click (or, on a touch screen, press) Login.
3. On the logon screen, type the cashier password.

To log out, click Logout, or press Ctrl+Shift+F2 from the keyboard. To switch users, log out, then log in again as the new user.

Day-Close Operations

At the end of each shift, the cashier closes their till and checks for any discrepancy against the expected float — this is the cash-up operation (sometimes called a safe drop). See §9 for the supervisor-level day-end functions that follow.

Role of the Supervisor

Under general supervision, a POS supervisor processes cash/credit/bank-deposit transactions like any cashier, plus administrative duties, and holds an elevated security level that unlocks the functions listed in §5.2 and §7–8. A cashier calls the supervisor over to enter their elevated password when one of those functions is needed.

First-Time Setup Checklist

1. Configure the accounting side of the company first (chart of accounts, customers) — see Accounting.
2. Set up Users and Salespersons, including the Cashier and Supervisor roles (§3.2) — see General Setup.
3. Configure any serial-port Device Interfaces you need (§3.1).
4. Set up Methods of Payment (§3.3).
5. Configure general POS Settings: Till Account and Cash Transfer Account (§3.4).
6. Create and configure each Till: Global, Drawer, Pole Display, Weight Dish/Scale, Card Reader, Biometric Reader as applicable (§3.5).
7. If using a touch-screen till, build the Touch Screen Menu (§3.6).
8. Generate each workstation's configuration file and confirm it can log in (§4).
9. Train cashiers on the main screen, processing a sale, and correction functions (§5–8, §10).
10. Walk through Day-End Functions with a supervisor before going live (§9).

Glossary

Term	Meaning
Till	One cashier workstation/register; identified by a till number (e.g. 1000–1009).
MOP (Method of Payment)	A configured way a sale can be paid (Cash, Card, Cheque, EFT, etc.), each linked to a ledger account and journal type.
PLU	Price Look-Up — checking an item's price without adding it to the sale.
Park / Retrieve	Temporarily holding a sale (up to 3 at once) to serve another customer, then resuming it later.
Supervisor Mode	An elevated-access state, unlocked with a supervisor code/card, required for functions like Void, Remove Item, Refund, Account, and Returns.
Price-embedded / Weight-embedded barcode	A scale-generated barcode encoding either the item's price or its weight alongside its item code (§3.5.4).
Float	Cash kept in the drawer to make change; moved in or out via the Cash Transfer Account outside of a sale.
Cash-up	End-of-shift reconciliation of the till's actual cash against the expected float and sales total.
Day-End Functions	The supervisor-level close of a shift: closing the till, cashing up, and printing the shift report (§9).

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