.Policy Site Policy Master Policy. Master Policy settings are general settings that are made for all stores. They are the same across all stores of an organization. It has two (2) tabs - User Settings and System Settings.
- The User Settings relate to the various forms used in Ginesys POS like -
- Common
- Delivery Slip & POS Bill
- Goods Receive & Return
- Other Bills
- POS Orders
- System Settings on the other hand relate to -
- Automation of -
- Synchronization process,
- Backup process,
- Application update process,
- Settlement process
- OTP Configuration
- Services Applicable
- Integrations Required
- Promotion Applicability
- POS Functional Behavior..........and more.
- Automation of -
...
- The users' role must have access to the Master Policy feature by enabling Add / Modify app operation for the feature in Admin - Security - User - Role through POS ManagerManagement - Setup - Manage.
Step-by-step guide
The steps are as follows:
- Go to POS Management > Setup> Manage > Master Policy.
- Master Policy window will open.
- Policy window will open.
You will get two tabs - User Settings and System Settings.
Expand title User Settings Expand title Common - Allow back dated entry up to (in days) - It allows users to entry the Back Dated data in store if HO provides the value which is greater than zero (0). If the provided value is zero (0), then it will not allow users to entry any Back Dated data. If HO does not provide any value (Null), then the users can entry any Back Dated data.
Negative stock checking mode - If the stock of an item is not available, then the user will get a Negative Stock warning message.
Expand title Application of Negative Stock Check Negative Stock Check will be applied and based on what value is specified for it in the Item definition / User Profile. Item definition for Negative Stock Check can be set to Profile, Warn, Ignore or Stop. User Profile for Negative Stock Check can be set to Warn, Ignore or Stop.
Tip title Important information The priority of User Profile logic is more than Item Definition logic; in other words, if the value of Negative stock check is Stop in Item Definition and Negative stock check value is Ignore in User Profile, then for a negative stock of that particular item, the entry of the particular document will not stop & the user can save the entries; but a user with a profile which is set to Warn will receive an alert while a profile set to Stop will prevent the saving of the same.
Suppose Negative stock check value for Item - A001 is set to Stop in Item Definition and Negative stock check value is Ignore in User Profile of the user. Then if A001 goes into negative stock, the user will find that the entry of the particular document will proceed normally.
Setting Effect
Ignore User will get to know nothing if stock goes to negative
Warn User will get a warning / and may choose to ignore or cancel.
Stop User will not be able to proceed.
To illustrate,
- Stock-in-hand – 10
- Issued quantity – 25
- Received quantity – 12
- Negative Stock check is set to Warn in both User Profile and Item Definition.
- Allow blind session closure - If the value of the policy set as Yes, it allows user to close a session without entering opening and closing amount for the current POS session in emergency situation.
- Allow to run drawer summery report - If the value of the policy set as Yes, it allows to run drawer summery report for the current POS session after closing a session.
- Validity of credit notes (issue against POS bill) in days - Number of days the credit note, issued against POS bill, would remain valid.
- Validity of credit notes (issue against other bill) in days - Number of days the credit note, issued against other bill (Gift Voucher bill etc.), would remain valid.
- Display transaction rate - If this policy value set as Yes, then the users will be allowed to view rate of items and amount values at various back office transaction modules.
- Accept quantity in multiple of sale factor only - If this policy value set as Yes, then during any transaction, the users will be forced to accept quantity of items in multiple of sale factor specified in Item definition. If it is not specified, then the component units of the item can be billed in any quantity irrespective of sale factor.
For example, suppose Item A001 has three components to it - a tiffin box, a water-bottle and a carrying bag and has a sale factor of 3. But if this policy does not have any specific value; the three components of A001 (the tiffin box, the water-bottle and the carrying bag) may be sold separately as distinct items.
Expand title Delivery Slip & POS Bill - Number of copies of Sale Bill to print - POS will automatically print the specified number of copies of a Sale (no return item present) Bill i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed.
- Number of copies of Return / Exchange Bill to print - POS will automatically print the specified no. of copies of a Return / Exchange (any return item present) Bill i.e. total number of bills printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) bills would be printed..
- Number of copies of Delivery slip to print - POS will automatically print the specified no. of copies of a Delivery Slip i.e. total number of Delivery Slip printed would be the number of copies +1 (the original). In simpler terms, if the value for this policy is 2, then a total of (2+1= 3) Delivery Slips would be printed.
- Allow item level discount - If this policy value set as Yes, then the users will be allowed to give the Item Level discount.
- Allow Bill level discount - If this policy value set as Yes, then the users will be allowed to give the Bill Level discount.
- Maximum allowable discount percentage - User will be allowed to provide manual discount (Item/Bill level) up to the specified percentage.
- Maximum allowable discount amount - User will be allowed to provide manual discount (Item/Bill level) up to the specified amount.
- Allow to clear promotion - If this policy value set as Yes, then the users will be allowed to clear/resume both item level & bill level promotions.
- Allow adhoc return without sale bill reference - If this policy value set as Yes, then the users will be allowed to return item without sales bill as reference.
- Sale person tagging mandatory - If this policy value set as Yes, then users will be restricted from saving the bill/delivery slip if sales person is not tagged in any Item.
- Customer selection mandatory for POS bill - If this setting set as Yes, then customer must be mentioned in each bill.
- Bill expiry for item return (in days) - Bill will expire after the specified number of days from its creation date and it will not be considered for return purpose.
- POS return reason entry required - If this policy value set as Yes, then user will be forced to provide a reason while taking a return for any item in POS Bill. The return reason will be configured and synced to POS by HO.
- Allow cash refund - If this policy value is set as Yes, then it allows the user to refund cash to the customer in exchange of items returned. Otherwise, the cashier will only issue the credit note at the time of returning an item.
- Allow price overwrite - The users will be allowed to edit price of a bill item.
- Allow to change the auto adjust credit note amount - If this policy value set as Yes, then the users will be allowed to modify the automatically adjusted credit notes' amount in case of POS Order tagging in POS Bill.
- Allow back dated reprints for POS bill up to (in days) - Users will not be allowed to take back dated reprints of POS bills after specific number of days.
- Allow to add customer in POS bill modification after settlement - If this policy value set as Yes , users will be allowed to be add customers through POS Bill Modification for accumulating loyalty points for the bill. In the rush hour, it is impossible to fill the customer details in the time of billing. user just entry the contact number of the customer and ask him to fill his basic details in a form. From this policy, HO allow user to entry the customer's remaining details provided by the user even after settlement of POS bill.
- Allow mode of payment modification - If this policy value set as Yes, the user will be allowed to modify the mode of payments. In the rush hour it is impossible to take the whole card details from the customer. If HO allowed to modify the Mode of Payment, the the user can update the Mode of Payment details.
- Allow to void POS bill in which the credit note was issued - Users will be allowed to Void the POS Bill against Credit Note issued if this policy value set as Yes.
- Void Bill reason entry required - If this policy value set as Yes, then on voiding POS Bill, users have to provide Valid Reason.
- Void Delivery Slip reason entry required - If this policy value set as Yes, then on voiding Delivery Slip, users have to provide Valid Reason.
- Allow void bill printing - If this policy value set as Yes, users will be allowed to print void bill.
- Allow void delivery slip printing - If this policy value set as Yes, users will be allowed to print void Delivery Slip.
Trade group to be applied in case of the customer GST state is different from store state - If selected "LOCAL”, then for the customer with different GST state from Store GST state system directly applies LOCAL trade group GST tax charges and will NOT consider customer GST state as counter-party GST state. If selected "INTERSTATE", then for the customer with different GST state from Store GST state system directly applies INTERSTATE trade group GST tax charges and will consider customer GST state as counter-party GST state. If selected "PROMPT USER", then for the customer with different GST state from Store GST state system warns the user to confirm to apply required GST tax charges(LOCAL or INTERSTATE) and consider (or) not a customer GST state as counter-party GST state.Anchor POS Bill Policy POS Bill Policy - Customer Selection is Mandatory at Delivery slip - If this policy value set as No, customer selection is not mandatory for Delivery Slip.
Expand title Goods Receive & Return - Short Goods Receive Tolerance % - Users will be allowed to make short entry up to specified tolerance %. (To know more please Click Here)
- Excess Goods Receive Tolerance % - Users will be allowed to make excess entry up to specified tolerance %. (To know more please Click Here)
- Allow damage Goods Receive - User will be allowed to receive damage quantity in Goods Receive Document if this policy value set as Yes. In such cases, it is essential to define the Damage Goods Stock Point at POS during GRC.
- Reconciliation mode in Goods Receive - Depending upon the accuracy required for item quantity reconciliation mode is selected -
- If Both Packet and Item reconciliation is selected then the user will be allowed to reconcile packets and also have to enter item quantity manually (or) scan items with quantity population as a manual mode in goods receive-item reconciliation.
- If Only Item reconciliation with manual entry is selected then the user will be allowed only to perform item reconciliation with an option to enter item quantity manually or scan items with quantity population as a manual mode in go.
- If Only Item reconciliation without manual entry is selected then the user will be allowed only to perform item reconciliation but without an option to enter item quantity manually or scan items with quantity population as a manual mode in goods receive. Also for import barcode file system will not allow importing barcode data with quantity values from a file.
- Packet creation mode - This setting allows HO to decide the packet creation modes - Adhoc, Against GRT Advice or Any.
- Restrict Goods Return entry - HO can restrict the goods returned by the site; usually applicable for Outright stores.
- Settle with overdue GRT Advice - If overdue GRT Advice are found at the time of Settlement by a store, then its behavior would be decided by this policy. The options available here are - Allow, Warn and Stop. Allow will let the Settlement proceed irrespective of any overdue GRT Advice. Warn will provide alert message before it lets user proceed with Settlement but Stop will block the settlement from occurring.
Expand title Other Bills - Number of copies of Refund Bill to Print - System will automatically print the specified no. of copies of a Refund Bill. It is a mandatory field. If user requires the printing of Refund bills, then at least a value of 1 has to be assigned.
- Number of copies of Deposit Bill to print- System will automatically print the specified no. of copies of a Deposit Bill. It is a mandatory field. If user requires the printing of Deposit bills, then at least a value of 1 has to be assigned.
- Number of copies of Gift Voucher Issue to print - System will automatically print the specified no. of copies of a Gift Voucher Bill. It is a mandatory field. If user requires the printing of Gift Voucher bills, then at least a value of 1 has to be assigned.
- Customer selection mandatory for Deposit / Refund bill - Customer selection is mandatory to preserve data integrity and to provide customer satisfaction.
- If Always option is selected then customer selection will be mandatory for every bill.
- If Never option is selected then customer selection will not be mandatory.
- If Only when credit note is issued option is selected then customer selection will be mandatory when credit note will be issued.
- Customer selection mandatory for GV issue - Customer selection is mandatory to preserve data integrity and to provide customer satisfaction.
- If Always option is selected then customer selection will be mandatory for every gift voucher.
- If Never option is selected then customer selection will not be mandatory.
- If Only when credit note is issued option is selected then customer selection will be mandatory when credit note will be issued.
- Allow discounting in Gift Voucher issue - Users will be allowed to issue Gift Voucher at discounted value if this policy value set as Yes.
- Void Deposit Bill reason entry required - Users will be forced to provide a reason for voiding the Deposit Bill if this policy value set as Yes.
- Void Refund Bill reason entry required - Users will be forced to provide a reason for voiding the Refund Bill if this policy value set as Yes.
Expand title POS Order - Number of copy of POS order to print - System will automatically print the specified no. of copies of a POS Order.
- Due date mandatory in POS Order - Users will be forced to provide due date in POS Order if this policy value set as Yes.
- Minimum percentage of advance against POS order - Users will not be allowed to save POS Order if specified percentage of order value is not received as Advance from the customer.
- POS Order cancellation reason entry required - If this policy value set as Yes, then the users will have to provide a reason for cancelling the POS Order.
Expand title System Settings - Change the Value as per requirement in the Value column from the User Settings and System Settings tabs.
- Click on Save & Close button to save the policies.
You will get a message -"Record Saved Successfully".
Tip To set up the settings "Display item Image at POS based on" and "Item Service", you need to configure Web API first.
To go back to the main page click on the link: How To: Manage Setup in Ginesys Retail