POS Override Report

POS Override Report

POS Override Report Overview

The "POS Override Report" records all system overrides executed at the POS terminal by the employee or the manager for the selected date range. 

In certain situations, like selling age-restricted items (alcohol or cigarettes), products with quantity limits, special pricing, or sales capped per customer, POS overrides are helpful. This feature allows a manager or employee to override these sales restrictions to finalize the transaction. 
Info
Prerequisites: 
When setting up a restriction for the POS device, you can allow managers or employees to override it. However, only those with the necessary permissions can override these restrictions. Therefore, it is crucial to configure all restrictions properly with the appropriate override options to guarantee efficient store operations and accurate reporting.  

This article includes information about:
  1. How to generate a "POS Override Report."
  2. How to apply the filter options to filter the report data.
  3. How to automate (schedule) or print a report.
  4. How to mark the report as a favorite report.

1. Reaching the "POS Override Report"

To reach the "POS Override Report," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports  
  5. Step 5: Choose POS Override Report
Figure 1.1 below will help you understand the navigation better.


                                                                                             Figure 1.1

When you click "POS Override," the POS Override Report screen will open with relevant filtering and sorting options, as Figure 1.2 shows.


                                                                                    Figure 1.2

The report data will be empty initially. To generate a report, choose a date range, select the appropriate filters, and click "Generate Report." 

2. Generating the "POS Override Report" 

Please follow the steps below to generate the POS Override Report that meets your requirements. 
  1. Navigate to the POS Override Report screen.
  2. Select a date range and click "Generate Report" to view the POS Override Report for that range.
    1. You can use the Date Range & Presets, Override Types, Group By, Overridden Actions, and Stores and Location Groups filters to create the report that meets your requirements. You can use multiple filters to make the report more specific. Please refer to point 3. Report Filter Options to learn more about these filters.
    2. Click "Generate Report" whenever you change your selection in any field to view the updated report. 
  3. When you click the "Generate Report" button after selecting the date range, the system will show the location-wise override records, as Figure 2.1 shows.

                                                                Figure 2.1
  1. Location: This column displays where the POS override has been done.
  2. Register: This column displays the register number on which the transaction took place.
  3. Receipt Number: This column displays the receipt number and the verification code generated by the EDI system to acknowledge the received communication of return information or extension request.
  4. Date & Time: This column displays the date and time of the POS override.
  5. Cashier Name: This column displays the name of the cashier who was present at the store for the POS override.
  6. Manager Override Name: This column displays the name of the POS override that the manager did in the selected date range on a particular timestamp. 
  7. Employee Override Name: This column displays the name of the POS override the employee performed in the selected date range on a particular timestamp. 
  8. Overridden Action: This column indicates the overridden action for which POS override has been performed.
  9. Reason: This column displays the reason for the POS override.

3. Report Filter Options

FTx Cloud POS lets you customize the POS Override Report records to your preferences using various filter options. As highlighted in Figure 3.1, you can configure the report with any single filter or a combination of multiple filters.

                                                                                    Figure 3.1

1: Report Filters: 
  1. Date Range & Presets: This filter lets you select the report's time interval. 3.1 Date Range & Presets explains further details. 
  2. Override Types: This filter lets you select the override type based on three parameters: All Overrides, Employee Overrides, and Manager Overrides. For more details, please refer to 3.2 Override Types. 
  3. Group By: This filter lets you select the report data for the assigned departments. 3.3 Filter By Department explains further details. 
  4. Overridden Actions: This filter lets you filter the report based on the type of overridden restrictions. For more details, please refer to 3.4 Overridden Actions. 
2: Store and Location Filter: This filter lets you view the report for the selected stores (locations) or location groups. For further details, please refer to 3.5 Filter Stores and Location Groups. 

3.1. Date Range & Preset

Date Range:
Please follow the steps below to select the report's required date range and time interval:
  1. Click inside the Start Date field. The drop-down calendar will appear as shown in Figure 3.1.1.
  2. Select the specific date and time. You can also manually enter the date in MM/DD/YYYY format.
  3. Click inside the End Date field and follow the same process. 
  4. After making the appropriate selections for other filters, click on "Generate Report."


                                                                           Figure 3.1.1
Presets

To generate the report, use the Presets drop-down menu to select the specific duration/interval, such as today, Yesterday, This Week, Last Week, etc., as shown in Figure 3.1.2.
  1. Please select the required timeframe and click "Generate Report." The system will generate and display the report based on your selection. 

                                                               Figure 3.1.2

3.2 Override Types

  1. As shown in Figure 3.2.1, the Override Types drop-down has three options: All Overrides, Employee Overrides, and Manager Overrides. By default, the system selects "All Overrides." You can change and click "Generate Report" to generate the report based on your requirements. 

                                                             Figure 3.2.1
  1. Select "All Overrides" to review every override incident within the chosen date range. 
  2. Choose "Employee Overrides" to see all overrides carried out by an employee.  
  3. Choose "Manager Overrides" to examine all overrides performed by a manager.

3.3 Group By 

The Group By filter allows you to group the report data using parameters such as location, manager, and employee. 
  1. As shown in Figure 3.3.1, the Group By drop-down has four options: None, Group By Location, Group By Manager Overrides, and Group By Employee Overrides. The system selects "None" by default. You can change and click "Generate Report" to generate the report based on your requirements.   

                                                                Figure 3.3.1
  1. If you select "Group By Location," the system will group the report records based on the locations, as Figure 3.3.2 shows. 

                                                              Figure 3.3.2
  1. If you select "Group By Manager," the system will organize the report records based on the manager's name who performed the override, as Figure 3.3.3 shows. 

                                                    Figure 3.3.3
  1. If you select "Group By Employee," the system will organize the report records by the name of the employee who performed the override, as Figure 3.3.4 shows. 

                                                          Figure 3.3.4

3.4 Overridden Actions 

The Overridden Actions filter lets you filter the report based on the type of overridden restrictions. 
  1. The Overridden Actions drop-down list lists all restrictions. The system selects all of them by default. To exclude a specific type of restriction from the report, untick the respective checkbox. 

 Figure 3.4.1

3.5 Filter Store & Location Groups

The Store and Location Group filter lets you view the report for selected stores (Locations) and Location Groups. Please follow the steps below to apply the Store & Location Group filter.
  1. Click the "No Filter Selected" button in the top right, highlighted in Figure 3.5.1.

Figure 3.5.1
  1. The Manage Filters screen will appear, as Figure 3.5.2 shows. 

Figure 3.5.2
  1. 1: Manage Filters Drop-Down: The drop-down shows the list of saved custom filters if there are any. Select the required filter from the drop-down and click the "Apply" button to apply it. The Manage Filters button next to this drop-down helps you open the Manage Saved Filters screen. Point 3.5.1 Save and Manage Location Filters explains more details.
  2. 2: Parameter Tabs: You will see two tabs: Store and Location Group. Select the required tab, e.g., Store, to create or apply a custom filter specific to the selected stores. 
  3. 3: Use this Search box to search for a specific location. 
  4. 4: Use this drop-down to view the results (stores or location groups) based on Pricebook Zone. 
  5. 5: Use this drop-down to view the results (stores or location groups) based on three parameters: All Locations, Only Active, and Only Deleted. 
  6. 6: Results: This section shows the list of selected parameters. For example, if you have chosen the Store tab, it will show a list of stores.  
  7. 7: Selection Checkboxes: You must select the required stores by ticking the checkbox. 
  8. 8: Arrow: Click the green "Arrow" button to move the selected stores to the Selected List. 
  1. The Manage Filters screen will look like the one in Figure 3.5.3.

Figure 3.5.3
  1. 1: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
  2. 2: Click "Apply" to apply the selection. You can click the "Save Filters" button to save the custom filter for future use. Point 3.5.1 Save and Manage Location Filters explains the details.

3.5.1 Save and Manage Location Filters

You can also save the configured custom filters for future use.
  1. Click the "Save Filters" button shown in Figure 3.5.3.
  2. The Name screen will appear as shown in Figure 3.5.1.1. 
  3. Enter the name of the custom filter and click "OK." A success message will appear, and the custom filter will be saved. 
    1. You can see this custom filter listed in the Manage Filters drop-down.

                                                       Figure 3.5.1.1
  1. You can use the saved custom filters from the Manage Filters drop-down menu whenever needed and delete them when you no longer need them. To do so, reopen the Manage Filters screen and follow the steps shown in Figure 3.5.1.2 according to your requirements.

                                                                                  Figure 3.5.1.2
  1. 1: Saved Filter Drop-Down: All saved custom filters will appear in the Saved Filter drop-down. You can select the required custom filter and click "Apply." 
  2. 2: Manage Filters: Use the "Manage Filters" button to view and manage the saved filters. The "Manage Saved Filters" pop-up screen will appear when you click the "Manage Filters" button. 
  3. 3: Filter Name: The list shows all saved custom filters. Click on a filter's name to select it.     
  4. 4: Click "Select Filter" or "Delete."
    1. "Select Filter": Click on the filter's name, then click the "Select Filter" button to select any filter from the list.
    2. "Delete": Use the "Delete" button to remove the filter no longer required from the list. Click on the filter's name and then the "Delete" button. A warning message will appear. Click "OK."
Similarly, you can filter the records by selecting the location group(s). When you set up the filters for locations (stores) and location groups, you can see the details chosen by hovering the mouse cursor over the Selected Stores button, as shown in Figure 3.5.1.3.

                                                                                     Figure 3.5.1.3 

4. Scheduling a Report

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs at the defined frequencies (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to Scheduling a Report to learn how to schedule a report.

5. Printing/Exporting a Report 

You can print or export any report according to your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy according to your requirements. 

Please refer to Printing a Report to learn how to print or export a report. 

6. Manage Favorites 

FTx POS Cloud lets you quickly access the reports you need to view frequently through "Favorite Reports." You can save a report as a favorite and manage all your favorite reports from any of the report screens using the "Manage Favorite" button. 

Please refer to Managing the Favorite Reports to learn how to manage or export a report. 

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