Retail POS permissions and operation

To get started, lets first define each of the 3 entities:

1. Operations – These are the tasks that employees perform at the POS, assigned with a Permission
1. Retail >> Setup >> POS >> Operations
2. Permissions – These are the ID’s associated to the fields on the Permission group form.
1. Retail >> Setup >> POS >> Operations >> Right click on the Permission ID field, click View details
3. Permission groups – A set of enabled/disabled Permissions that can be assigned to each Worker
1. Retail >> Setup >> POS >> Permission groups

HOW DO THEY RELATE
On the Permission group form, there is an option for “Allow create order”.  When marked the cashier with this permission group can create customer orders at POS that also creates orders directly in AX. If we open the Operations form, you will see that Operation ID 620 is for Create customer order and this has a Permission ID listed is 1020.  Right click on 1020 and select View Details.  This will open the Permissions form and you will see that 1020 relates to allowCreateOrder.  If you look at the Operations list again, you will see that Operation 621-Create quotation also has Permission ID 1020 listed.  What this means is when you place a checkmark next to the field “Allow create order” on the Permission group form, you also gain access to “Create quotation”. 

On the Operations form you will notice that many of the Operations are listed with Permission ID’s of 0.  This means that everyone has access to perform those functions.  If you would like to limit these operations you can choose a Permission ID from the dropdown to associate it to a field on the Permission group form such as Manager Privileges. 

The Permission ID and Permission ID2 fields allow you to assign two different Permissions to the operation.  For example, we can set the 500-Void transaction Operation with a permission of 1001-allowTransactionVoiding as well as the 1002-managerPrivileges.  This means 3 things:

1. If a Cashier Permission group does not Manager privileges or Allow transaction voiding marked, then the cashier will be prompted for a manager override to perform this function.
2. If a Supervisor Permission group does not Manager privileges marked but does have Allow transaction voiding marked, then the Supervisor is able to perform the Void without a Manager.
3. If a Manager Permission group has the Manager privileges marked then the Manager is able to perform the Void regardless of the Allow transaction voiding field.

The Operations form also has a Check user access field.  This determines if Retail POS should check a user’s privileges before the operation is performed. If this is not checked and you had Manager privileges set to an Operation, this will just skip the user validation and allow any user to perform the function.

MANAGER OVERRIDE PRIVILEGES
The Manager privileges option can be confusing as one may assume that this means they would have access to all operations.  This is untrue.  Selecting Manger privileges on the Permission group form gives the user access to any Operation that has the 1002-manager Privileges Permission assigned to it. Normally a manager would have most of the options marked on the Permission group form, thus giving them access to practically all functionality at the POS.  Adding Manager privileges to any of the Operations will prompt a cashier who doesn’t have direct permissions for Manager login approval before continuing. 

OPERATIONS NOT LISTED ON THE PERMISSION GROUP FORM

You may have noticed that there are about 24 Permissions, but there are about 128 Operations.  Many of these are left with Permission ID’s of 0, meaning they are open for everyone to use.  Keep in mind, as a cashier, I probably wouldn’t have access to edit the POS buttons available to me and thus would not have access to all of these Operations such as “Minimize POS” unless someone made that available. 

If you wanted to link additional Operations to the Permission group form, the out of the box solution would be to assign the Permissions in the Operations form to link it to an existing Permission Group field option.  Let’s take the 1017-allowReturn permission and 114 Return transaction Operation.  These are not available on the Permission group form.  If you would like to toggle the access to this Operation, you could link this with another field such as “Allow transaction voiding”.  So for Operation 114-Return transaction, assign Permission ID 1001.  Now if a cashier’s Permission group has the “Allow transaction voiding” marked, they can also process Return transactions.

WORKER PERMISSIONSThe POS permission group is assigned to a worker at the Job level.  To view this through Retail, go to: Retail >> Common >> Workers >> select a worker >> in the right pane, expand Position assignment and click on the hyperlink for the Job >> expand the Job classification fast tab >> view the POS permission group

Install Printer On Retail POS

HOW TO CONFIGURE RETAIL DEVICES WITH AX AND EPSON OPOS DRIVER

In this blog we will show you how to configure retail devices with AX 2012 and EPSON OPOS driver. For that at first we need to install the driver and configure the retail peripherals and at second we need to configure the AX.

A)     OPOS INSTALLATION

1)      Download the file ADK270ER15.exe on the following link https://download.epson-biz.com/modules/pos/index.php?page=single_soft&cid=3835

2)      Double click on the file and click on Execute

3)      The following widow will be deployed, then choose a folder and click on unzip:

 

4)      Go to the folder selected on step 3), search for the file setup.exe and double click on it.

 

5)      The following window will be deployed:

6)      When the loading process on the figure above finishes is finished the following window will be deployed, click on Next.

 

7)      Then the following window is deployed, click on Next.

 

8)      The following window will be deployed, click on the radio button highlighted on green and then click on Next.

 

9)      The following window is deployed, choose the radio button highlighted on green and click on Next.

10)   The following window is deployed, choose the radio button highlighted on green and click on Next.

11)   The following window is deployed, click on Next.

 

12)   Choose the ports for the communication with the EPSON device, for this example we choose the options in the following figure:

 

13)   The following window is deployed, wait till the process end.

14)   The following window is deployed when the process end, click on Finish:

 

15)   The release notes are deployed in a .txt file, close it.

 

16)   The following window is deployed, click on the plus sign:

 

17)   Then we can see that the driver is installed for the Retail devices.

 

B)      RETAIL DEVICE INSTALLATION

In the next steps we will show you with an example how to install POSPrinter, the process is similar for the other retail devices like LineDisplay, CashDrawer, ElectronicJournal, MICR and CheckScanner.

1)      Right click on POSPrinter and choose Add New Device:

 

2)      The following window is deployed, select the EPSON Retail device name (device name is different that the model), click on the arrow:

Choose the device name:

 

3)      Select detailed model and click on Next

 

4)      The following window will be deployed , click on Make Port

5)      The following window will be deployed, then choose the desired parameters (Choose “P” for parallel or “U” for USB, serial devices, which connect to COM ports, typically do not have a suffix) and click on OK

6)      Engage the port to the device and click on CheckHealth Interactive

 

You will receive a test receipt printed if the drivers are configured correctly.

C)      AX CONFIGURATION

1) Go to Retail -> POS -> Profiles -> Hardware profiles

 

2) The following window is deployed, then click on Printer and choose OPOS:

 

3) At the same window Device name is the same that the POSPrinter on EPSON OPOS Driver:

4) Description is a free text field and Receipt profile ID is almost always Default

 

5) Right click on OPOS and select View details

 

6) The following window is deployed, right click on Receipt format column in the Receipt row and then click on View Details

7)      The following window is deployed, then click on Prompt question if you want a question window to print the receipt

 

8)      Choose always print in Print behavior

 

Assign Workers to Retail Store

Go to Retail>Stores>”Select the store to which my POS system belongs to”

Click Setup> Workers; you will see the list of employees who are responsible for the selected store.

Personal number of employee is going to be Operator number that we need to submit during the POS login.

Go to employee’s master and click Retail tab and change the password of the employee. This is the password the employee has to use while logging in.

Transfer data changes to the store database:

As we discussed in the previous post, to get the data transferred from AX database to store database, you would need to run some jobs.

To transfer the employee related data to the store database:

Go to Retail>Periodic>Data distribution> Distribution schedule.

Select the job with description “Staff” and click run. (Since we updated employee related data we are running a job which transfers the staff data to store data base).

Once you receive a successful message, you are ready to login to your POS using the operator id and the password you have changed.

How to configure a new employee to be able to login to the POS:

Scenario: Sunny is a new employee who has been hired to Seattle store and has to be given access to login to the POS.

Employees should be in the address book of the stores to gain the access to the POS. Let’s see how to link an employee to the stores.

Go to Stores and select “Seattle” store to see the “Address book” of the stores. A new employee who is hired should be linked with the same address book as stores.

You can notice “Sunny” is now an employee connected to “Seattle” store.

Points to remember while you are linking an employee to a store:

Employee doesn’t need to be connected to a user in AX.

Employee must have a position assigned.

Employee should have the same address book as the stores.

Run the job “Staff” in the distribution schedule” to get the data reflected into your store database.

Guys, with this information you will now be able to login to POS and start exploring the POS system. In my further posts, I will take you with the configurations part.

Retail Operation at DTD

Microsoft Dynamics AX 2012 Retail POS application from the Standard Data and following are the different process that one can do :

Login:

 Now one needs to enter the user ID and Password to log in :

I am using the id as 000154 (A Manages ID ) and password is 123.

Entering the password now :

So finally this is how the standard MS Dynamics AX 2012 POS for Seatle Store (Detail for the same I will cover later) :

So here one can see we have all the related POS Buttons on the screen.

Start of the Day @ POS = Float entry :

Once you click on the drawer and shift operation button , then there are several activities related to the same are covered:

 After clicking the Float Entry Button from the above screen shot , one gets the following screen for float entry:

 Here I am starting with the  1000 Local retail currencies.

So here I am at the sales screen of the POS, where i can scan items, search items and sale them:

A Typical Search screen for the item, Note that here i can search Customers too.

After selecting an item i can also check its details like in the following screen:

So I have selected the item , and now that item details are reflecting on my POS sales screen :

I can also change the qty of the selected item by just clicking on the Edit Transaction, and update qty button:

I can also give Line discount amount on the item like in the following screen:

 So there are info codes (Reason codes) attached to the Discounts and i am being prompted with the following screen:

   I a selecting the customer satisfaction button :

 So lets look at the item details now, also on the updated quantity and Balance amount:

 there are possibility of the changing the Unit of Measure at the POS itself :

  One can also add a comment to the Item , which is a very good functionality

Lets check the details at the POS item line with all the details of Comment , qty and the line discount :

Lets pay the bill now and check out the payment screen, its nice to have a full screen for the payment where one have the ability to select the payments by the denomination.

So select the appropriate payment and complete the sales.

Customer Creation at POS:

We can create the customers at the POS screen itself by clicking on the New customer link on the sales screen:

Following are the form in which one can enter the details :

Lets fill all needed details :

You can drill down to view the customer group as follows:

once you are done then there will be following confirmation page :

so you will see the following details as on the POS:

Creating the New address for the customer :

Selecting the country code at POS :

Selecting the State Code :

Now check out the address change / Update at the POS Screen :

Customer Order creation at POS :

First scan the items that the customer wants :

Then click on the create customer order button :

following is the customer order creation page Check out the sales order / Quote button :
Check out the quote screen :

Click on the search button to search a customer and add the customer to the sales order:

search the customer you want and then click on the customer and click select :

Now click on the add button , once the customer details are populated :

Click on the shipping and delivery link :

So here you can select to ship all/ Pick all or you can do the combination of ship and pick for different items and quantities.

I will ship 1 qty of the order and 1 qty the customer will pick up from other store:

Following is the shipping information i can fill :

Select all the needed information and the screen will look like as follows:

Click on the OK Button:

So check out the ship button is automatically ticked here :

Now try to pick the last item for the customer from other store :

So you can see the above details wherein i have selected 1 item for pick and one for ship.

Lets have a look at now to the order summery, and how it will look like :

Click on OK and proceed to the sales screen for the payment now :

Pay the total amount and you are done :

These are the basic POS Operations performed at Dynamics AX 2012 R2 Retail POS.