A register is one point at your counter where you sell. It is a setting, and it holds no money itself. Before anyone can sell, the owner of your organization creates the register on the Registers tab of Point of Sale → Setup.
Code is already filled in with the next number, such as REG-000004 after REG-000003. You can
keep it, or clear it to get the next number when you save. You can also type your own code, such as
COMPTOIR, and Beelocity keeps it. The terminal’s list of registers shows the code, and a receipt
prints the register’s name.
A register ties three things together:
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Warehouse sets where the goods come from. You can also pick a Location inside it. Each completed ticket takes the goods out of on-hand stock there at once, and each refund puts them back.
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Cash account is the treasury account that stands for the physical drawer. When a session closes, the takings post as ordinary treasury receipts. Beelocity writes one receipt for each payment method, on each invoice that the session settles into.
Cash always lands here, in the drawer where someone counted it, and cash refunds are paid out of this account. This holds whatever account the cash payment method itself names. The money of each other method goes into the treasury account that the method names. So card money goes into the card method’s account, and mobile money goes into its own.
If a method names no account, its money comes here only if this account can take that kind of payment. A cash account cannot take a card, so the terminal does not offer such a method.
This split lets you check this account against the cash count, and the card account against the bank statement. It also lets two registers with two drawers share one cash payment method, because the notes of each register land in its own cash account.
Give the cash account of a new drawer an Opening balance equal to the float that it starts with. The float sits in the drawer, but Treasury never recorded it, and a cash account cannot go below zero. So if a session hands back more cash than it took in, it stops at Closing until the account holds that money.
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Price list is where the register looks up its prices. If the register has no list of its own, it sells from your organization’s default list. Whichever list applies, a product that the list does not price falls back to the product’s own base price. The default list takes the place of the register’s list, and it is not a second place to look after it. If the list is inactive, the register sells at base prices and moves to no other list, with no warning. No screen can add a price to a list today, so a register charges each product’s base price (Pricing and Price Lists).
Two switches change how the register behaves:
- Tax-inclusive prices is on by default, which is the Algerian retail norm. The price on the shelf is what the customer pays, so 119.00 DA means 119.00 DA. Beelocity works out the tax share inside that price for your reports, and adds nothing at the counter. If you turn it off, the register adds the tax on top.
- Sell without stock is off by default. While it is off, the register refuses a sale that asks for more than it can sell from its stock, and it says why. While it is on, the register never refuses a sale for missing stock. This helps when the shelf sometimes holds goods that Beelocity does not show yet. The stock figure stops at zero. To put the difference right later, count the stock and post an inventory adjustment.
Maximum discount is 0% by default. It is the largest discount that a cashier can key on a line at this register. At 0, the terminal hides the discount key, which is the safe setting for most shops. A discount is money that never reaches the drawer, and a register that allows 100% off can give the goods away. Raise it only on registers that you trust with give-aways. Each ticket shows its discount on its lines, and the audit trail records it too, whatever the maximum.
Some products cannot be sold at a register, and the terminal gives the reason:
- A product with variants cannot be sold at a register today. Create each size or colour as a simple product (Selling at the terminal).
- A bundle cannot be sold there either, so sell each of its products on its own.
- A virtual product has nothing to hand over.
The Registers list narrows on its filter button by Warehouse, Price list, Cash account, Tax-inclusive prices, Sell without stock or Active (Working with lists).
You can also give each register a Receipt footer. This is a line or two printed at the bottom of each customer receipt, such as opening hours, a return policy or a thank-you. The form has one box for each document language.
Receipt language is the language that customer receipts print in at this register, whatever language the cashier’s screen uses. If you leave it empty, it follows your organization’s document language. So a cashier who works in Arabic can still hand each customer a French receipt, or the other way round. The receipt belongs to the shop, not to the cashier’s screen.
You cannot deactivate or delete a register while it has an open or closing session. Finish that session at the terminal first. After a register has had any session, you can never delete it, because its sessions are a permanent record. Press Deactivate instead. An inactive register opens no sessions, and it leaves the terminal’s list of registers.
While a session is open or closing, you also cannot change the Warehouse, Location, Price list, Cash account or Tax-inclusive prices. A change then would settle the session against something other than what the cashier was selling. You can change anything else at any time, such as the name, the receipt footer and the receipt language. A change to Maximum discount or Sell without stock applies to the next sale, even during a session.
The Price list and the Cash account must be in the same currency. This also holds for the default list, if the register has no list of its own. Beelocity refuses the pair when you save the register, so that a register cannot sell all day and then fail at closing time.
That currency is also how the back office reads the register’s money. The session and ticket pages show the float, the expected and counted cash and the over / short in the register’s own currency. This holds even if your organization’s default is another one.
The dashboard cards that add several registers together convert each register’s money into your base currency, at the exchange rate on file. If a register has no rate, Beelocity leaves it out of those amounts. Counter takings today and Over / short, 7 days say how many registers are left out.