POS definition: 1. Abbreviation for point of sale: a place where something is sold to the public, or the place.
The Transaction Posting screen is used to manually apply charges to guest folios and group master accounts. Transaction posting may be accessed from several areas within OPERA: Among them, you can select the Post button from the guest's Billing screen (Cashiering>Billing); you can select Cashiering>Fast Post;you can select the Billing option from theReservation Optionsscreen (select the Options button from the guest's Reservation screen); you can select the Post Rate Code option from the Billing Options screen. You can also access the Transaction Posting screen from within AR (AR>Account Maintenance) when creating a new invoice or when posting an additional charge to an existing invoice that has not yet been closed. You may also post to a Passerby Credit Bill.
The Pre Stay Charging feature controls whether the property allows charges to be posted to the reservation before check-in. The Post Stay Charging feature controls whether the property allows charges to be posted to folios after checkout. These features are made available by setting the Cashiering>Pre Stay Charges and/or Cashiering>Post Stay Charges application functions to Y. (See Pre- and Post-Stay Charging for details.)
Postings can be made to a guest's invoice even if the reservation status is No Show or Cancelled, provided the Cashiering>Noshow and Cancellation Postings application function is set to Y.
A POS (Point of Sale) terminal is a card reading machine or any other device that accepts payments for an order placed on the POS system. These machines may or may not be integrated with the POS Software. You may have noticed that in some stores, the bill is printed and the card swiped on a single hardware device. Looking for online definition of POS or what POS stands for? POS is listed in the World's largest and most authoritative dictionary database of abbreviations and acronyms POS - What does POS stand for?
About Transaction Codes
A transaction is any item that will affect the final balance of an account. Transaction codes are used to uniquely identifythe kinds of transactions posted to the guest's bill. Not only do transaction codes identify charges on the guest folio, but they are important to hotel accounting and reporting systems. Some transaction codes refer to Revenue for the property — for example Food and Beverage charges, and Room and Tax charges. These are considered debits to the guest's account. Other transaction codes refer to Payments made by the guest — such as credit card payments and cash payments. These are considered credits to the guest's account. In addition, there are also Wrapper transactions, which refer to packages that include several transactions processed as a single unit.
When posting transactions using the Transaction Posting screen, not all types of transaction codes will be available to you. For example, transaction codes related to payments will only be available when you are posting payments to the bill (using the Payment button on the Billing screen).
In addition, certain transaction codes can be designated as 'non-manual' when they are configured by the property. Non-manual transaction codes are not available to you for posting using the Transaction Posting screen. For example, certain room and tax transaction codes may be reserved for use exclusively by the Night Audit procedure.
At the property's discretion, certain 'adjustment' transaction codes may be set up. (These may be identified by the letters ADJ in the description, or by using some other naming system.) Adjustment transaction codes may be intended for use when applying adjustments to transactions that are designated as being non-manual. For example, 1000 - Room and Tax might be a non-manual transaction code posted by Night Audit, and 1050 - ADJ Room and Tax might be the associated adjustment transaction code. If the guest was overcharged and you must make an adjustment to the 1000 transaction, you cannot simply post a negative amount using the 1000 transaction code because this code is unavailable for manual posting. You would instead select transaction code 1050 and post the adjustment amount to it.
Adjustment transaction codes may also be set up simply to keep track of adjustments made to specific kinds of transactions. For example, there might be a transaction code 2000 - Lobby Bar Food that is used when posting charges to the guest bill, and an associated 2050 - ADJ Lobby Bar Food that is used when it is necessary to adjust a 2000-type posting. Both of these codes might allow manual posting.
Transaction codes are set up individually for the needs of each property. It is up to you to select the correct transaction code when making a posting.
Transaction Posting Fields
Note: When using the Fast Posting feature (Cashiering>Fast Posting), the Transaction Posting screen differs slightly from the screen described here. See Fast Posting for details.
Total. View-only. A running total of all transactions posted during this session.
Code. The transaction code for the item being posted. You may select the down arrow and choose the code from the LOV, or, if you know the code, you may enter it manually. You may also enter the first 1, 2, or 3 digits of the code and press [Tab] or [Enter] or [F9]; OPERA will display a list of all transaction codes starting with the number or numbers you entered. If you enter an invalid code number, the LOV appears allowing you to select the valid transaction code.
Enter a letter or letters and press [Tab] or [Enter] or [F9] to display a list of transaction codes whose descriptions begin with the letter(s) you enter. If only one transaction code description begins with the letter or letters you enter, that transaction code will automatically populate the Code field. If no transaction code descriptions begin with the letter or letters you enter, the Transaction Code LOV appears allowing you to choose.
Once you have selected the Post button to post the transaction, the line below the last posting displays the same transaction code. Defaulting to the last-used transaction code speeds posting multiple charges to the same transaction code. You can, of course, change the default transaction code when posting the next charge.
Transaction codes that have generate charges attached will automatically post the appropriate taxes when you return to the Billing screen.
Note: When you post a transaction code that is designated as a Paidout (that is, when the Paidout check box is selected on the Transaction Code screen; see Transaction Code Setup), the Cashiering>Print Receipt application setting determines whether you will be prompted to print a receipt, whether a receipt is automatically printed, or whether no receipt is printed.
Effective Date. Available when the OPV_<version number> OPERA Vacation Ownership license is active and the Ownership>Effective Date application parameter is set to Y, the Effective Date column allows for transactions to be posted to an invoice for a period that has ended by using an effective date. For example, if transactions in May have been “rolled up” into one invoice on the last day of the month, the user is then able to post into that invoice during the next period (i.e. June) and post a transaction and have it recorded in the May invoice.
When posting with an Effective Date, the user will only be able to post for any date that is less than the business date. If the business date, or any future date is selected, the user will be prompted with a message that states, 'Date must be less than business date'.
Note: Using the Effective Date to post transactions may have an effect when viewing/printing the Owner Statements and Owner Checks.
Description. Description of the transaction code. This is filled in automatically once the transaction code has been defined. You may not change this description, but you may add supplementary information in the Supplement or Reference column within this form if an explanation is needed. OPERA may print this supplementary and reference text on the folio (based on the folio style selected and how your property has customized their folios).
Amount. Amount of the item posted. The system defaults to 0.00, unless a default price has been specified for this transaction code (see Transaction Code Setup). The Total field will display a calculated total price (Price x Quantity) if you post the transaction with a Quantity greater than 1.
Negative amounts may be posted to reverse a charge. When posting a negative amount, enter a minus sign before the amount or before the quantity. Negative amounts require an entry in the Supplemental field. When a negative amount is entered, the posting will have the opposite effect of how the transaction code was defined.
Note: Rates and other amounts expressed in the currencies of certain countries can involve strings of up to 16 digits. Due to space limitations, these strings can't be easily accommodated by OPERA screens and reports. When the Currency Divisor feature is activated, the property can set a divisor of either one thousand (1000) or one million (1,000,000) through General>Currency Divisor Value application setting. When the currency divisor is active, an (M) for million or (K) for thousand, depending on the parameter setting chosen, follows the currency code. For example, assume the rate amount is 155000000. If the currency divisor is set to one million, the Rate Query screen would show 15.5. The (M) indicator would appear following the currency code.
Currency. If the FOREIGN PAIDOUTS application parameter is set to Y, your property allows paid-outs to be made in foreign currencies. If this is the case, the Currency column is displayed following the Price column. The Currency LOV is active only when the Paid-Out transaction code is selected.
Qty. Quantity of the item posted. (You may enter a negative quantity to post a negative charge.) The system defaults to 1. You might change the Quantity, for example, if Greens Fees for one person cost $25, and the guest is playing with friends. If you enter a Quantity of 3, OPERA will calculate a total price of $75 on the guest's bill and the printed folio.
Nts. Number of nights associated with the posting. Available when the OPP_GCA OPERA Comp Accounting add-on license is active and when posting a Lodging type transaction code that has the Track Nights check box selected. (Nights information is used in developing data for comp analysis reporting.) Your cursor will skip this field if your permissions do not allow you to enter a number of nights.
Win. TheBilling screen window in which the transaction is to be displayed. The default is window 1 or the currently active window. You may select another window from the LOV. If the window you select has not yet been opened on the guest's Billing screen, it will automatically be created. If the window number you choose to open is not next in sequence (e.g., if you pick window 4 and there is not yet a window 3 open), OPERA creates the intervening window(s) as well as the window to which you are posting the transaction. If routing instructions have been defined, the transaction is automatically placed in the pre-defined window. (See Managing the Billing Screen for details.)
Arr. Code. Select an Arrangement Code for the transaction. An Arrangement Code is a folio grouping code that controls the display of this transaction on the folio. For example, the total cost for all transactions with the 'Expenses' Arrangement Code might be shown on a single line on the folio with the description 'Expenses'. (The folio style you choose controls whether and how the Arrangement Code is used. See Folio Styles for details.) If the transaction code you select is already assigned to a folio grouping, the appropriate Arrangement Code will automatically appear here. You may edit this entry if you like or select another code from the LOV.
Check No. If the POS is down, and transactions are not being posted automatically by the interface, the check number may be entered manually. You may also enter a check number manually if your property uses numbered checks but does not have a POS interface.
Note: If the Check No.Mandatory check box is selected on the Transaction Code screen, a check number must be entered when posting charges to that transaction code. The check number entered in this field will display on the Billing screen in the Reference column.
Note: If the Cashiering>Rollup Transactions application parameter is set to Y, entries related to the same check number (e.g., Restaurant Food and Tax) on the Billing screen will be rolled up into a single line item. The entry will have a plus sign ( + ) in the Code field, with the check number following the Description. Double-click on the plus to display the individual postings included under that check number. If the Cashiering>Rollup Transactions application parameter is set to N, then the Check Number radio button on the Transfer Type form will be disabled.
Supplement. Additional information regarding the transaction. This field is generally reserved for the guest credit card number. If a negative amount was posted, you are required to enter text in the Supplement field to explain the reason for the negative posting.
Reference. Opposite of like. Transaction reference information. This field is generally reserved for the guest credit card expiration date or for notation of any automatically generated taxes for the previously listed transaction. This field is also used to note any transferred postings and/or interface information, such as phone details.
Post. Post the transaction to the guest account. (You may also post the transaction by pressing the [Enter] key at any time while working with the Transaction Posting screen.)
Note: Should the amount not meet the Minimum or Maximum amount that may have been set for the transaction code, then a message is displayed notifying the user what the minimum or maximum amount for the transaction code is. The user can then select to continue to post with the current amount or stop the posting completely.
When you post a transaction and the transaction code has routing instructions for that guest, a prompt asks you to confirm the routing before it is executed. If you select No, the transaction is not automatically routed. (See Routing Transactions for details.)
Note: Transactions that are posted by an interface (e.g., telephone or POS) will not prompt for confirmation.
Note: If the No Post flag has been set on the guest's reservation Privileges screen (a No Post lamp displays in the lower part of the Transaction Posting screen), the warning prompt: '<Room number> has no post flag on. Do you want to post anyway?' appears prior to the first posting attempt. Thereafter, all other postings made during that posting session are made without warning. (See Indicator Lamps for No Post lamp details.)
When the Post button is selected, the value set for the Cashiering>Print Receipt application setting determines the options available to you for printing receipts.
Note: When the General>Profile Language application function is set to Y, if the specific receipt type does not exist for the Language that is attached to guest profile, then the following error message is displayed and the printing is stopped: 'Payment Receipt has not been configured for language Xxxx.'
If the language associated with a Profile is changed after the receipt was generated using a specific language, then the same message is displayed if there is no receipt configured using the new/changed language.
When the General>Profile Language application function is set to N, then the report will continue processing the printing using the Language configured for the property.
The number of copies defaults to the number that is setup for the receipt in Configuration>Setup>Report Setup>Reports (See Report Setup for details). The settings are:
- Always - (This is the default.) Always create and print a receipt. The Copies of Receipt field allows you to specify the number of copies of the receipt you wish to print. The default is 1. When you select the Post button, the payment is posted and one or more receipts are printed.
Note: If the Cashiering>Print Receipt application setting is set to Always, a payment receipt will not be generated for payments made to the direct bill Payment Code (that is, payments associated with the transaction code specified by the Cashiering>AR Settlement Trn Code application setting).
- Ask To Print - You have the option of printing or not printing a receipt. To print, enter the number of copies in the Copies ofReceipt field. The default is 1. When you select the Post button, you will be prompted to indicate whether you wish to print a receipt. Select Yes or No. The payment will be posted and, if you responded Yes to the Print prompt, one or more receipts will be printed.
- Do Not Print - Never print a receipt. The Copies of Receipt field will not appear on the screen. When you select the Post button, the payment is posted but no receipt is printed.
Note: Payment receipts can be printed in the guest's language as specified on the guest's profile if the General>Profile Language application function is set to Y. You must also have set up payment receipt reports in the appropriate languages and associated each with a language (see Configuration>Setup>Report Setup).
Close. Exit the screen and return to the Billing screen without making any changes.
(This feature is available when the Cashiering>Articles application function is set to Y.)
One transaction code can sometimes serve as an umbrella for multiple individual items, or articles, that can be posted using that code. At times it may be desirable to be able to break out these separate articles for billing and revenue-tracking purposes. For example, a single 'minibar food' transaction code might cover potato chips, crackers, peanuts, pretzels, and so forth. Using articles setup, you can specify an individual article number that identifies each of these food items, even though they are all grouped under the same transaction code. Moreover, you can specify a default price for each article, just as you can for transaction codes. Then, instead of posting a lump sum to the minibar food transaction code, you have the option of posting each individual article and its quantity and price. Using our example, rather than posting 7.75 to minibar food, you can post 5.00 for two bags of peanuts and 2.75 for potato chips. Two separate charges to the minibar food transaction code will appear on the guest's bill (one for 5.00 and one for 2.75). The breakdown of charges by article will also be available for revenue tracking.
If articles are configured for your property, you will see one of the following behaviors when you choose to post to a transaction code that has articles assigned to it. Which behavior you see depends on the Cashiering>Article Prompt application setting.
- If the Cashiering>Article Prompt application setting is set to Always, the Article LOV displays allowing you to select the article to make a posting. If you close the LOV without making a choice, the posting is made to the transaction code without associating the charge with an article.
- If the Cashiering>Article Prompt application setting is set to Prompt, a prompt appears asking if you want to post articles. Respond Yes to display the Articles LOV, from which you may select the article you wish to post. Select No to simply post the charge to the transactions code without specifying an article.
- If the Cashiering>Article Prompt application setting is set to None, you receive no indication that there are articles associated with the transaction code. To post the charge to an article associated with the transaction code, you may use one of the Shortcuts described below.
Posting Articles: Some Shortcuts
Regardless of the Cashiering>Article Prompt setting you select, the following shortcuts can be used to post articles:
- Enter either a dot (.) in the Code column and press [Tab] or [Enter] or [F9] to display the Articles LOV. From the LOV you may select the article against which you wish to post.
- If you know the article code, simply enter the code preceded by a dot (e.g., .10) in the Code column. The article description will automatically appear in the Description field. If no article is found matching your code, the Articles LOV appears, allowing you to make a selection.
- If you know the Description of the article, simply enter the Description, or first few letters of the Description, preceded by a dot (e.g., .Pea) in the Code column. If more than one article starts with the letter(s) you entered, the Articles LOV prompts you to select from a narrowed list of possible matches.
Upon selecting an article for posting, the article description appears in the Transaction Posting screen Description column. When you select the Post button, the article description is replaced by the description of the transaction code to which the article belongs. The default price appears in the Price column, if a default price was assigned to the article; this default value may be edited.
Note: If you select the Tab key after selecting the article transaction code or entering the article shortcut in the Code field, the cursor moves to the Qty field where you may enter a quantity for that article posting. If you select Enter rather than the Tab key, OPERA assumes a default quantity of 1.
And Why it is Essential for a Retail Business
POS or PoS is an abbreviation for Point of Sale (or Point-of-Sale, or Point of Service). The term is applicable to a retail shop or store, the checkout/cashier counter in the store, or a location where such transactions can occur in this type of environment. It can also apply to the actual Point of Sale (POS) Hardware & Software including but not limited to : electronic cash register systems, touch-screen display, barcode scanners, receipt printers, scales and pole displays. Point of Sale Systems are utilized in many different industries, ranging from restaurants, hotels & hospitality businesses, nail/beauty salons, casinos, stadiums, and let's not forget - the retail environments. In the most basic sense, if something can be exchanged for monetary value - a Point of Sale System can be used.
Check-out Counter / Cashier
A Check-out Counter, Cashier Stand - is the aisle (or station) where individuals transport and place the items or products they have chosen to purchase from the location, a good example would be a supermarket (e.g. Wallmart) or department store (e.g. Macys). Although for such environments as supermarkets is usually a long counter, which most often makes use of moving belts, and contains a photocell to stop it once items reach the end - it can also refer to a single register at a smaller store. The cashier scans and rings up each item on the cash register and obtains the total. All items are placed in bags while customer makes payment.
Point of Sale (POS) Technology
The term Point of Sale is often used in connection or relative with the hardware and software for checkouts. In the case of some locations, with wireless capable systems or network wired via TCP/IP.
Point of Sale Systems made huge advancements from the mechanical cash registers of the first half of the 20th century. An example of such type of registers were the NCR models, operated by a crank, and the lever-operated Burroughs registers. These registers recorded data on paper tapes or journal tapes and required extra steps to transcribe the information into the retailer's accounting platform. The obvious next step in evolution of the POS was to convert the mechanical workings into electrical. An example of such type of register was the NCR Class 5 model. In 1973, new registers that were operated by computers were introduced, such as the IBM 3653 Store System and the NCR 2150. The other computer-based manufacturers were Rigitel, TRW, and Datachecked. That same year brought about the introduction of the UPC/EAN barcode readers that integrated with Point of Sale Systems. And in 1986, the Point of Sale Systems became based on PC (Personal Computer) technology with the introduction of the IBM 4683.
During most of late 1980s and throughout the 90s, stand alone credit card devices were developed and introduced so that credit card processing could be more easily and securely integrated. Some popular examples include the VeriFone Tranz 330, Hypercom T7 Plus, or Lipman Nurit 2085. These relatively simple devices (compared to technologies today) have evolved in recent years to provide processing of multiple applications (credit cards, debit cards, gift cards, EBT cards) and also provide age verification & employee time clock. All processes can now reside on a single device. Certain wireless Point of Sale systems not only allow for mobile payment processing but in the case of restaurants, they also allow servers processing of the entire order at the tables.
Currently, retail POS Systems were among the most sophisticated, powerful and user friendly computer networks in commercial usage. In fact, most Point of Sale Systems do much more than just 'Point of Sale' tasks.Even for the smaller tier 4 & 5 retailers, there are Point of Sale Solutions available that include fully integrated accounting, inventory tracking & management, open-to-buy forecasting, customer relation management (CRM), service management, rental services, operation reporting and payroll modules.
Being that all of these features and functions are available, one will commonly hear a variety of terms being used when referring to a certain POS Software Application. Those terms can include: multi-location management system, retail management software, business management software and Point of Sale (POS) software.
Integration, Integration and Integration
Nowadays, Point of Sale Software is as only good as its integration with the many popular software & services. Examples of such software would be accounting programs, where all of the daily activities and transactions would automatically imported into accounting without any labor on the user's end.
With the booming popularity of online shopping, many businesses are choosing to operate on and off-line. Due to the lucrative market and the worldwide exposure without opening up a physical store, many are even selling exclusively online. For these businesses that operate in both environments, it is imperative that they both are in sync.
That's where Point of Sale Integration with an E-Commerce Storefront becomes something that is of a necessity. Although such solutions aren't widely available yet, alot of Point of Sale Software developers are starting to provide such offerings. One of such software is Onsight™ Point of Sale Software by POSmatic, Inc.
History of Early POS Systems
The early electronic cash registers (ECR) were programmed and developed in proprietary software and were limited in functions and communications capability. In 1973 August, IBM announced the 3650 and 3660 Store Systems that were, in essence - a mainframe computer packaged as a store back end that could control 128 IBM 3653/3663 Point of Sale Registers. This system was the first commercial use of client-server technology, peer-to-peer communications, Local Area Network (LAN) simultaneous backup, and remote initialization. By mid-1974, the system was installed in Pathmark Stores in New Jersey and Dillards Department Stores.
The programmability of such systems allowed retailers to be more creative. In 1979, Gene Mosher's Old Canal Cafe in Syracuse, New York was using Point of Sale Software written by Mosher that operated on an Apple II to receive customer orders at the restaurant's front entrance then print the complete preparation details in the kitchen. With such process in place, customers would often proceed to their tables to find their food already waiting for them. The software also included real time labor and food cost reports.
In 1985, Mosher introduced the first color touch-screen driven POS interface. This software operated on the Atari ST, which was the world's first consumer-level color graphic computer. By the end of the 20th Century, Mosher's promotion of this un patented software paradigm had led to its worldwide adoption by many cash register manufacturers and other Point of Sale Software developers as the de facto standard for POS Software Systems.
Fast forward to now, most of the major retailer and even the small 'mom and pop' shops or the world use Point of Sale Software/Systems.
Typical Credit Card Reader
Point of Sale Hardware Interface Standardization
Many initiatives to standardize development of computerized Point of Sale Systems have been made to alleviate inter-connecting POS devices. Two of such initiatives are OPOS and JavaPOS, both conforming to the UnifiedPOS standard, which is a standard led by The National Retail Foundation.
OPOS, short for OLE for Point of Sale, was the first commonly adopted standard and was initiated by Microsoft, NCR Corporation, Epson and Fujitsu-ICL. OPOS is a COM-based interface compatible with all 'COM-enabled' programming languages for Microsoft Windows. With its first release in 1996, it is now offered in many Point of Sale Systems.
JavaPOS was initiated by Sun Microsystems, IBM, and NCR Corporation in 1997 and was first released to the public in 1999. As the name implies, JavaPOS is for Java what OPOS is for Microsoft Windows. And thus largely platform independent.
Point of Sale (POS) Communication Protocols
There are several communication protocols used by Point of Sale Systems to control its attached peripherals. And due to the inter-connectivity nature of Point of Sale Systems, most POS peripherals, such as touch-screen displays and printers support several command protocols in order to work with various different brands of Point of Sale (POS) Terminals and Computers.
Point of Sale in the Retaurant Industry
Point of Sale Systems have truly revolutionized the restaurant industry. It is most evident in fast food franchises. The chains make use of systems that generally use TCP/IP to network all of their POS Stations into a centralized mainframe server. Most of the POS Systems being used these days are made up of a touchscreen display, which helps speed up the whole order-taking process. The accuracy of these systems have helped decrease the time taked to serve and increase the efficiency of the order process.
POS Systems drastically cut down total operating costs and mistakes due to human error. Just imagine how much longer the order process would take if no such solutions existed? For instance, a customer drives upto the drive-thru window and places the order. Then the cashier takes down the order (probably on a piece of paper), receives payment, brings the order slip to the kitchen area for them to start cooking the order then hands it to the customer. The few seconds it takes to walk back and forth, although may not seem like much - heavily impacts the overall quantity & quality of the daily sales.
Have any questions? Want to learn more? Feel free to contact us at anytime. We're always available to answer your questions and address your concerns.