To create a product with proper details, one will be required to have a department first. The products with similar types and details such as taxes, reorder details, and other values can be set up in the common department so it will be easy to manage and classify the similar types of products from the department.
Generally, "Departments" are groupings of products (items) that share similar properties. i.e., Groceries, Soft Drinks, Magazines, etc.
1. Navigating to the Departments module
To reach the "Pricebook Zones",
- Step-1: Login to Control Center
- Step-2: Choose Point of Sales
- Step-3: Choose Maintenance
- Step-4: Choose Departments
2. Understanding the "Departments" main page
By clicking the "Departments" from the left panel as shown in Figure 1, the "Departments" listing page will be redirected as shown in the below figure.
1. You will see the list of the existing departments in the grid view.
2. Filter the department list records:
- Dept#: This column represents the number of the department.
- Dept Group: This column represents the name of the department group.
- POS Flag: This column represents the POS Flag that is assigned to the particular department.
3. Add To Sales: This column represents whether the department is enabled for product sales or not. If it is enabled, it shows a green ticked marked else red cross icon.
4. Margin: This column represents the margin that applies to the products of the department.
- Edit This button helps the user to modify the details of the department.
- Delete Tax Group This button helps the user to remove the department.
6. Add New: This button helps the user to add a new department.
3. Adding a Department
Follow the steps mentioned below to add a new department to classify the product in it:
- Click the "Add New" button highlighted in Figure 2 to add a department.
- After clicking the "Add New" button, you will be redirected to the page where you can see the 4-different tabs to configure the department: See Figure 3
Details | Options | Accounts | House Accounts
3.1 Details tab
You can configure the following settings from the "Details" tab:
1. Name: Enter the relevant name of the department to identify which type of products are in the department.
2. Department Group: Select the relevant group of the department. You will see the drop-down selection of the created department group. See Figure 3.2
"Department Group" is a mandatory field that must be selected. If you want to add a new group, enter the name of the group in the edit box and it will be added as a new Department Group.
About Department Group
Multiple Departments can be assigned to a
Department Group. Department Group is a "top-level" attribute to manage the departments. Groups will have no functions or settings but when an admin user is utilizing the "Mass Updates" utility or generating reports, the "Department Group" is a quick way to sort out the unwanted information during the filter.
-> How to assign/manage a department(s) in a Department Group is explained in the "Manage Department Groups" KB Article separately.
3. Disclaimer: Select the Disclaimer from the drop-down selection. You will see the list of the disclaimers in the drop-down selection that are created from "Point of Sale -> Maintenance -> Restrictions -> Disclaimer from the menu drop-down selection" as shown in Figure 3.3.
The "Disclaimers" field is not mandatory so you can keep it as non-selected if it is not required.
"Disclaimer" is a simple & instructive message that will be printed on a receipt. How to create a Disclaimer is explained in the "Disclaimer" KB Article separately.
4. POS Description: The description will be visible to the customer on the POS screen and printed on the receipt during the checkout only when the "Open Dept Sales" occurs. POS Description is entered at the department level so you can enter the POS description for the department individually.
Note: The products that are not added to the Pricebook Zones and do not have a proper inventory will be sold as Open Dept Sales.
5. Dept#: Enter a unique number of the department. It is just a reference number that will be used for identifying the records of the department. You will see the department name along with the department number on the product listing page.
6. Save: You can save the details that are configured.
3.2 Options tab
After configuring in the "Details" tab, you need to configure the settings in the "Options" tab. You can configure the settings related to POS Flag, Open Dept, Orders, Sales, and others.
1. POS Flag: Select the applicable POS Flag to the department from the drop-down selection. POS Flags that contain the location-specific tax rates, age restriction, excise tax, and other rules will be assigned to the department and simultaneously apply to all the products that this department has selected. About "POS Flags" Already explained in the separate KB Article.
2. Open Department
About Open Department Sale:
If a product is without a barcode (or UPC) as well as without maintaining the inventory, that product sale will be considered an "Open Department Sale". No product maintenance & Information but selling the product just on an “Ad hoc” basis. You can control the open department sale between a minimum and maximum amount. See Figure 3.6
- Open Depart Min Amount: Enter a minimum amount for product sale. If the product's amount is lower than entered in Min Amount, the product sale will be denied during checkout.
- Open Depart Max Amount: Enter a maximum amount for product sale. If the product's amount is higher than entered in Max Amount, the product sale will be denied during checkout.
3. Max Discount: Set the maximum discount at the department level whatever the system discount. If you enter the max discount here, this discount will be applied to the products that fell in this department.
4. Discount Percent on Damaged:.
5. Target Margin: Enter the target margin value to determine the cost of the products that are sold via the open department. Such products don't have a record in the inventory (no UPC & Barcode) so this target margin will help to calculate the cost of the products calculating margin to avoid 100% margin or 0% margin. The different departments will have different target margins. See Figure 3.6
6. QOH Reorder Point: Enter the value in percentage to set up the QOH Reorder.
About QOH: This field is directly linked with Purchase Order details, Part Numbers, and Replenishments Purchase Order Method from the Purchase Order. This will be used to supercede reorder settings at a department level when reordering.
7. Override Order Days: Enter days of inventory orders, and allow all items in the selected department to supersede order rules.
8. Override Type: For overriding order parameters, select the type from the dropdown to Override, Decrease, or Increase the set order parameters.
9. Include in Transfers:
10. Can Evaluate:
11. Add To Sales: By enabling this option, sales are totaled and included in normal sales reports. If you disable it, it will not be included in the sales reports but it may be useful for store or company transactions not intended for normal daily sales reports.
12. Allow Returns: By enabling this option, the system will allow returning the products belonging to this department. Products will not allow for return if you disable this option.
13. No Tax: By enabling this option, the system will specifically filter this department as a non-taxable department, while generating a department sales report. When disabled, it will be considered as a taxable department in the report.
14. Is Lottery: If you want to make a separate lottery department, enable this option. If this option is disabled, this department will be considered as a General Dept.
15. Save: You can save the details that are configured.
After configuring in the "Options" tab, you need to enter the different types of account numbers applicable to each department. The following codes are utilized for account exports:
1. Sales Account | COGS Account | INV AP Account | Returns Account | Shrink Account | Adjustments Account | Excise Account
- Sales Account: Enter the account number for the sales. The sale transactions from this department will be synchronized with the sales accounting system.
- COGS Account: Enter the account number for Cost of Goods Sold (COGS). The costs of the products sold from this department will be synched with the Cost of Goods Sold (COGS) accounting system.
- INV AP Account: Enter the account number Invoice Accounts Payable (INV AP). The invoices with pending payments in this department will be synched with the Invoice Accounts Payable (INV AP) accounting system.
- Returns Account: Enter the account number for the returns of the products. The returned products associated with this department will be synched with the returns accounting system. Returns may be from a company or customer.
- Shrink Account: Enter the account number for the Shrink. The stock discrepancies that occurred in this department, will be synchronized with your shrink accounting system.
- Adjustment Account: Enter the account number for the Adjustment of incoming and outgoing money. The adjusting entries of incoming and outgoing money in this department will be synchronized with the adjustment accounting system.
- Excise Account: Enter the account number for the Excise taxes. The excise taxes applied to products of this department will be synched with the excise accounting system.
2. Save: You can save the details that are configured.
3.4 House Accounts
After configuring in the "Accounts" tab, you need to manage the discount levels for House Accounts from the "House Accounts" tab.
By clicking the House Accounts tab, you will see the list of the discount level records with "Discount Percentage (%)" where you need to set the discount values to manage the discounts of house accounts at the department level.
Note: If you have created the "House Account Discount Level" records from Point Of Sale -> House Accounts -> House Account Discount Level, only then the records of discount levels will be listed here.
Buttons: Once the POS Flag is configured, save the POS Flag. See Figure 3.9 above
- Save & Close: Click on this button if you want to save the POS Flag details and close it.
- Save & New: Click on this button if you want to save the POS Flag details but also want to new tax rate for another applicable tax on a product.
- Save: Click on this button if you want to stay on the POS Flag details page after saving it.
- Cancel: The POS Flag will not be added (saved) and you will redirect to the list of the POS Flag page.
4. Assigning Department to Products
After creating a department, you need to assign it to the products to apply the rates, age restrictions, discounts, sales & orders related options, and other rules to the products.
Follow the steps below to assign a department to the product:
- Navigate to any product details where you will see the "Department" drop-down field separately.
- By clicking the drop-down, the list of the departments will appear in the list.
- Select the required department for the product.
In this way, you can assign the department to the product, and automatically the tax rates, POS Flag (age restriction, excise tax), sales & order-related options, discounts, etc. at the department level will be applied to that product.
Adding a new Department from Product
There is a quick way to add a department from the product details page. So, you can easily create a department by setting up its option from the product details page rather than navigating to the department. See Figure 4.2
You will get the "Add" button beside the drop-down box. By clicking it, you will see a popup to add a new department with the same setups and options of adding departments from the Department menu individually.
5. Editing & Deleting Departments
Follow the steps mentioned below to edit/update the department:
To edit the departments, click the "Modify" button that is highlighted or simply click on the department name from the list. See Figure 5.1 below
In both cases, you will be redirected to the department details page. See Figure 5.2 below.
You will see the existing department details and setups for different tabs. You can modify the details and setups as per need. You will have an additional "Delete" button from the editing page of the department.
- Delete: By clicking the "Delete" button, you can delete the POS Flag record and remove it from the system. If you click, the warning message will pop up on the screen to confirm the deletion.
3. Buttons: Once the tax group details are updated, save the tax rate details. (Save buttons explanations will be similar to “Adding Departments”.)
Follow the steps mentioned below to delete the department:
- Click on the "Remove" button from the listing page of the departments to delete it. You can delete the department record from its editing page as well. You will see the "Delete" button on the top-right side See Figure 5.3
- In both cases, a warning popup will be asked to confirm the deletion. See Figure 4.4 below.
Deleting an assigned department
You can remove the department that is not required anymore. But you cannot delete the department if you have already assigned to the products. So, if you try to delete it, you will see the notification message as shown in Figure 4.5 below.
If you want to delete any department, you must move and organize all the products to another department, only after that you can delete the department. You can change the assignment of the department to the products from "Mass Update" functionality.