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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.