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The Administration menu covers all administrative purposes of the BestPOS program.
A. Employee Profile
To get to the Employee Profile Menu, click on Administration -> A. Employee Profile.
The menu hosts all functions that pertain to creating and maintaining employee accounts in the BestPOS program.
1. Add/Update Employee
To get to the Add/Update Employee screen, click on Administration -> A. Employee Profile -> 1. Add/Update Employee.
The Add/Update Employee function is a password gated feature whose purpose is to add and/or update employees in your BestPOS program. To add an employee simply click the "Add Employee" radio button and enter at least the require information (Employee ID, First and Last name, Password and Confirm Password). In the state of New Jersey, the PIN/Confirm PIN are also required.
When done entering/editing the information simply click Save & Exit. If adding a user for the very first time, the program will display the Access Rights Management window to adjust access rights for the user freshly created.
2. Change Password
To get to the Change Password Screen screen, click on Administration -> A. Employee Profile -> 2. Change Password.
To change your password simply fill out the three required fields above; Current Password is the password you're using now, New Password and Confirm Password have to follow the HIPAA regulations outlined in the window. When you've entered the information, click "Change Password" to proceed. If the passwords do not match, the program will display a notification window.
3. Employee Preferences
To get to the Employee Preferences screen, click on Administration -> A. Employee Profile -> 3. Employee Preferences.
The employee preference feature allows the user to adjust two things on the main screen; the location of the shortcut buttons and the width of the individual columns in the sale section. Simply make any adjustments as you see fit and click "Save & Exit" to save the changes. If you're currently logged into the BestPOS program, make sure to exit and log back in to see the changes.
4. Access Rights Management
To get to the Access Rights Management screen, click on Administration -> A. Employee Profile -> 4. Access Rights Management.
The Access Rights Management function is a password gated feature whose purpose is to adjust employees' rights in your BestPOS program. After entering your password to be able to use the feature, simply click the user for whom you'd like to adjust access rights; the feature will display the screen below.
Simply click through the categories on the left side and either fully enable (Full Access), disable (No Access) or give Read-Only rights to the user for corresponding features. When done, simply click "Save & Exit" to apply the settings. The user will have to log out and back into the program(s) to see these changes.
B. Store File
To get to the Store File screen, click on Administration -> B. Store File.
The store file is host to basic information about your store. It offers the ability to add additional store files, however this feature is not currently being utilized. The store number used should currently only be Store #1. If the information about your store has not been filled out when the program was installed by our technicians, you can click the BestRx Pharmacy record and correctly fill out the information.
Store Information Fields : Enter store information. You have the ability to copy this information if you are a current BestRx customer by clicking the button "Get Info from BestRx Program"
Business Type : Indicate the business type for the store.
Message to Print on Receipt : Enter any additional message you'd like to print on the bottom of the receipt.
C. Store Setup
To get to the Store Setup screen, click on Administration -> C. Store Setup.
GENERAL
Tax Rates : These fields exist in order to give the store five options in case different tax rates have to be used for different items.
Description : Enter the description for any of the five tax rate fields for ease of use.
Store Type : Choose the store type.
Open Drawer on New Batch : Indicate if you'd like the drawer to automatically open when creating a new batch.
Allow Negative Prices : Indicate if you'd like negative prices to be allowed. This is sometimes used to subtract items like coupons from a transaction.
Allow Item Returns : Indicate if you'd like to allow for returns of items.
Accept Checks : Indicate if you accept checks. Checks are a symbolic transaction in the POS and still have to be physically deposited at your bank.
Accept Credit / Debit / FSA Cards : Indicate if you accept Credit / Debit / FSA Cards at your store.
Allow Charge Accounts : Indicate if you'd like to allow charge (house) accounts.
Accept Food Stamps : Indicate if you allow Food Stamp card transactions. This is symbolic and has to be processed through a separate terminal unless the payment processor is Heartland through Portico Gateway. A debit pin pad or an encrypted signature MUST be present.
Accept EBT Cards : Indicate if you allow EBT card transactions. This is symbolic and has to be processed through a separate terminal unless the payment processor is Heartland through Portico Gateway. A debit pin pad or an encrypted signature MUST be present.
Accept OTC Cards : Indicate if you allow OTC card transactions. This is symbolic and has to be processed through a separate terminal. Please call us for additional information.
Maximum Items per Price Check : Indicate how many items maximum you'll allow per price check.
Fuel Tax Rate :
Allow Hold Transactions : Indicate if you'd like to allow transactions to be placed on hold.
Alow Delivery Transactions : Indicate if you'd like to allow for delivery transactions.
Allow Layaway : Indicate if you'd like to allow items to be placed on layaway.
Auto-settle credit card batches :
Display Backup Warning : The backup warning displays automatically unless it is turned off with permission by our staff. Please call if you have an alternative backup solution to our backup software and would like to disable this warning.
Create Loyalty Files : Indicate if you'd like to allow for loyalty files to be created.
Print FSA Summary on Receipt : Indicate if you'd like to display FSA summaries on receipts of FSA transactions.
Meth Check Reporting : Indicate if you'd like to participate in the Meth Check Reporting program. This function should not be disabled. For more information refer to the NPLEX / Meth Check article.
GENERAL (MORE)
Default for Allow Price Override : Indicate if you'd like to allow price overrides on items.
Default for Allowing Discounts on an Item : Indicate if you'd like to allow discounts on items.
Default for Accepting Food Stamps for an Item : Indicate if you'd like the ability to use Food Stamp cards for items.
Default for Accepting Coupons for an Item : Indicate if you'd like coupons to be allowed to be accepted.
TRANSACTIONS
RXs to Display when Scanned : Indicate what RXs you'd like to display when scanned.
Only Scanned RX will only display the scanned prescription.
All RXs for Patient will display all prescriptions in the selected day window for the patient whose prescription was scanned.
All RXs for Family will display all prescriptions in the selected day window for the entire family based on the patient for whom prescription was scanned.
Round Item Regular price to : Indicate if you'd like to round regular prices, and by what base.
Can Same Person Override Price : Indicate if you'd like the program to allow the person currently logged in to override prices without authorization. If "NO" is selected, a second person must enter an ID/password to allow a price override regardless of access rights.
Update Item Price when changed during txn : Indicate if you'd like the item price in the item file to be updated automatically if the price is adjusted during the transaction. This only allows the price to be modified if the price is changed to a higher amount.
Calculate Tax on : Indicate if you'd like to calculate tax based on Sale Price or Regular Price.
Show Tax Column : Indicate if you'd like to display the tax column in the sales grid.
Allow No Tax for Transactions : Indicate if you'd like to allow no tax transactions.
Remove scanned Items : Indicate if you'd like the ability to delete scanned items from the sales transaction. Choose "All" for all items or choose "Last scanned" to only allow removal of the last scanned item. If "Last Scanned" is selected and you require to remove more items, you will have to void the transaction.
Print Receipt after Sales : Indicate if you'd like a sales receipt to print after a sale.
Print Receipt after Returns : Indicate if you'd like a receipt to print after returns.
Print Receipt for Ephedrine Items : Indicate if you'd like a receipt to print for Ephedrine items.
Print Receipt if Amount is 0.00 : Indicate if you'd like a receipt to print on transactions for a zero dollar amount.
Open Drawer if Amount is 0.00 : Indicate if you'd like the drawer to open on transactions for a zero dollar amount.
Open Drawer for Non-Cash Txns : Indicate if you'd like the drawer to open for non cash transactions.
Print Customer Name on Receipts : Indicate if you'd like the customer's name to print on receipts.
Print A/R Balance on Receipt (only if above option is set to yes) : Indicate if you'd like the charge account balance to print on receipt.
Prompt for Pickup Info For : Indicate if you'd like specific medication class to require pickup information for the person picking up the prescription.
Dispense Status Update : Choose how you'd like the program to handle the RX Dispense Status on an item sold.
Update to Picked Up : This option will always mark the prescription as picked up, regardless of how it was dispensed.
Update by checking Dispense method : This option will check the Dispense method for the prescription in question.
Verify Age for Restricted Items : Indicate if you'd like an ID check prompt to appear for restricted items.
Minimum Age for Tobacco Purchases : Enter the minimum age for Tobacco purchases.
Minimum Age for Alcohol Purchases : Enter the minimum age for Alcohol purchases.
Minimum Age for Ephedrine Purchases : Enter the minimum age for Ephedrine purchases.
Loyalty
NOTE: The Loyalty feature must be unlocked and configured with assistance from the BestRx Pharmacy Software Staff. Please contact us if you're interesting in using this feature.
HOW TO SETUP THE LOYALTY FEATURE IN BESTPOS
In the BestPOS Admin program go to Administration -> C. Store Setup.
Select Loyalty on the left and click the Edit Locked Info… button.
Enter the daily password provided by BestRx staff to add/edit loyalty settings.
Enter the details
Loyalty Type (BestPOS Loyalty, None) : Select BestPOS Loyalty (currently this is the only loyalty plan available)
Track Rxs Using (None, Points, Tokens) :
None: This will not track Rxs towards rewards at all.
Points : This is the default way of tracking rewards.
Tokens: Some pharmacies want to consider tracking RXs using different reward type. Token rewards consider each individual item, no matter the cost, as one token.
Allow instant use of Reward Coupons (Default-Yes, No) :
When “Yes” is selected the program will allow the customers to use the coupons generated in the current purchase instantly.
When “No” is selected the program will only apply coupons towards a future purchase.
Allow Rewards to be used towards Rxs: (Default-Yes, No) :
When “Yes” is selected the customer can use the reward coupons on all eligible item including Rxs.
When “No” is selected the reward coupons can only be applied to OTC items; they cannot be applied to Rxs.
Print Loyalty Balance on Receipt (Default-Yes, No)
Print unused Reward Coupons on Receipt (Default-Yes, No)
Points to reward for each Dollar Spent:
Enter the value of how many points a customer should receive when they spend each dollar.
Points needed to generate new Rewards Coupon:
Enter the number of points required to generate a new rewards coupon.
Dollar value of New Point Rewards Coupon:
This is the value of a new rewards coupon that is generated when a customer accumulates the required number of points.
Allow Point Rewards to Expire (Default-No, Yes)
If option is set to “Yes”, enter the number of months before the rewards coupon will expire.
Tokens needed to generate new Rewards Coupon:
Enter the number of tokens required to generate a new rewards coupon.
Dollar value of new Token Rewards Coupon:
This is the value of a new rewards coupon that is generated when a customer accumulates the required number of tokens.
Allow Token Rewards to Expire (Default-No, Yes)
If option is set to “Yes”, enter the number of months before a rewards coupon will expire.
OPTIONAL SETTINGS
By default, Apply Loyalty is set to “Yes” for each department, but if the pharmacy would like to exclude any department or category from counting towards loyalty points, this option can be set to “No”.
Go to File -> Department
Go to File -> Category
HOW THE LOYALTY PROGRAM WORKS
ON THE REGISTER SCREEN
Note: Loyalty points/tokens can only be accumulated if the customer is selected for the transaction. Be sure to inform the pharmacy about this when explaining to them how this works.
Click the Customer (F7) button, search and select a customer. Scan the items into the register OR scan the Rx if the customer is picking up a prescription.
EXAMPLE SCENARIO 1
On the above screen we can see that the customer spent $15.00 on loyalty eligible items (tax is not included) so they will get 15 points for this transaction; the loyalty balance is 15.
In the following example the customer's loyalty balance is 15 points and they spend $35 so they will receive 35 more points. The loyalty point total is 50 and the option Allow instant use of Reward Coupons is set to Yes in the Store setup file. So that $5.00 coupon is instantly applied towards the purchase.
Note : There are situations when "Allow instant use of Reward Coupons" can be set to "Yes" in the Store Setup file but the coupon will not apply.
Loyalty Coupon cannot be applied when the total transaction amount is less than the coupon value.
For example the customer loyalty balance is 46 points and they spend $4 so they will get 4 more points and the total loyalty points is $50. But they are spending only $4 on this transaction and the coupon value is $5, so It cannot be applied to this transaction. Instead, the coupon will be stored into the BestPOS system and be applied to a future purchase.
Loyalty Coupon cannot be applied instantly for a delivery transaction. It will be stored in the system and can be used towards a future purchase.
The next time the customer makes a purchase, the program will count the previous points plus the current transaction points to determine if customer is eligible for any coupon.
When a coupon is generated, their loyalty balance will be reset so the customer can start accumulating points again towards another rewards coupon. For example, if it takes 50 points to earn a coupon and the current purchase takes the customer's loyalty balance up to 55 points, once the coupon is generated, the customer's loyalty balance will be reset to 5 points.
EXAMPLE SCENARIO 2
Few settings are changed in the Store setup file
Track Rxs using : Tokens
Allow instant use of Reward Coupon : No
Token needed to generate new Rewards Coupon : 1 Prescription = 1 Token
Customers receive one token per prescription; enter the number of tokens required to generate a new rewards coupon.
Dollar value of new Tokens Reward Coupon : This is the value of a new rewards coupon that is generated when a customer accumulates the required number of points.
Allow token Rewards to expire : No, Yes (Default No)
If this option is set to “Yes”, enter the number of months before rewards coupon will expire.
Now we will scan both an Rx and an OTC item to see how the behavior is changed when using Tokens.
In this transaction the customer has one Rx item from which he will receive 1 token plus his current token balance already was 1 so the total token balance is currently 2. At this point 8 more Tokens are required to receive a $10 coupon as per the above selected settings.
The point balance gets calculated in similar manner.
As per the settings customer was not allowed to use the Loyalty coupons on the instant transaction. The balance will get stored into BestPOS for future purchase which is also printed on the receipt.
Returns : When a customer returns an item(s), BestPOS will issue a refund for the entire amount back, including the money saved with the coupon(s). This results in the customer receiving more money on the refund itself, but the Loyalty balance is then subtracted the equivalent amount in points, thus preventing the customer from being able to abuse coupons as they will have to bring their loyalty balance back up to first cover the return/refund before starting to accrue positive points again.
D. Add/Update Register
To get to the Add/Update Register screen, click on Administration -> D. Add/Update Register.
This function is used to add/update a register record number in the BestPOS program. This feature is only used when an additional register(s) is required. While you are able to add and update registers, this should be done with our technicians' help as additional steps need to be taken to insure the additional register is functioning properly. However, the name itself for a register can be modified to easily distinguish multiple registers in the pharmacy.
To add a register simply click the "Add Register" radio button and enter the name for the register. Click "Save & Exit" to save the register into the system. To edit a register, simply click it in the list and the above screen will display allowing you to edit the name of the register.
E. Station Setup
To get to the Station Setup screen, click on Administration -> E. Station Setup.
PRINTERS
Receipt Printer : Choose which printer you'd like receipts to print on.
Code to Cut Receipt : Enter the printer receipt cut code.
Code to Open Drawer : Enter the printer drawer open code.
Lines to Skip after Printing Receipt : Enter the amount of lines to skip after printing any receipt.
Regular Receipts to Print : Indicate the amount of regular receipts to print.
Credit / Debit Card Receipts to Print : Indicate the amount of Credit/Debit Card receipts to print.
Receipts to Print for Checks : Indicate the amount of Check receipts to print.
Report Printer Name : Choose which printer you'd like reports to print on.
Report Printer Paper Source : Indicate the paper source for the selected printer.
DISPLAY POLE
Using Display Pole : Indicate whether or not you're using a display pole to display some basic information to the customer.
Display Pole Port : Indicate the COM port on which the display pole is installed.
USB Pole Type : If using a USB display pole, indicate the pole type.
Pole Text : Enter in text you'd like the display pole to show the customer.
The options on the right side of the screen, aside from "Display Clock : Yes/No" should never be adjusted.
PAYMENT PROCESSOR
The screen header changes titles to reflect your payments processor. These options should not be modified; please call BCS for help setting up or adjusting these settings.
Credit Cards : Indicate whether or not to use this processor for Credit Card transactions.
Enable Credit Card Txn Log : Indicate if you'd like a log of the transactions to be kept.
Debit Cards : Indicate whether or not to use this processor for Debit Card transactions. This typically requires a Pin Pad or an encrypted Signature Pad.
Checks : This function is currently disabled.
Food Stamps : Indicate whether or not you'd like to accept Food Stamp cards. This is symbolic and has to be processed through a separate terminal unless the payment processor is Heartland through Portico Gateway. A debit pin pad or an encrypted signature MUST be present.
EBT (Electronic Benefit Transfer) Cards : Indicate whether or not you'd like to accept EBT Cards. This is symbolic and has to be processed through a separate terminal unless the payment processor is Heartland through Portico Gateway. A debit pin pad or an encrypted signature MUST be present.
Payment Processor : Indicate the payments processor who processes your payments. The fields that display after choosing the processor should never be adjusted without consulting BCS first.
DEBIT PIN PAD
As pin pad devices are fragile and can mistakenly have the encryption wiped, please contact BCS for help installing your Debit Pin Pad.
Pin Pad Device : Indicate the model of the pin pad device you have
Pin Pad Baud : Indicate the baud rate for the device (Default value 1200)
Pin Pad Data Bits : Indicate the data bit rate for the device (Default value 7)
Pin Pad Port : Indicate on which COM port is the device installed.
Pin Pad Timeout : Indicate after how many seconds the device should time out.
Allow Cashback on Debits : Indicate if you'd like to allow cash back debit transactions.
Max Cashback on Debits : Indicate the maximum amount for cash back transactions.
SIGNATURE PAD
Use Signature Pad for RXs : Indicate whether or not you're using the signature pad for prescription items.
Credit/Debit Cards : Indicate if you're using the signature pad to capture Credit/Debit Cards.
Ephedrine Purchases : Indicate whether or not the signature pad will be used to store signatures from Ephedrine purchases.
Signature Tablet Type : Indicate the model of your signature pad.
Show EasyCaps on Sig Screen : Indicate whether or not the program should display the EasyCaptions on the signature pad when signing for medication.
Show # of RXs on Sig Screen : Indicate if you'd like the program to display the total number of prescriptions being signed for on the signature pad.
Show Total on Sig Screen : Indicate if you'd like the program to display the total amount in dollars being signed for on the signature pad.
Days Allowed for RX Pickup : Enter how many days prescriptions should remain in the pickup file ready to be signed for by a patient. Default is '30'
Sig Pad Driver : Indicate which driver to use to communicate to the signature pad. This is a locked feature and should only ever be changed by BCS staff.
Mx870 Com Port : Indicate what COM port the signature pad is installed on. This should only be changed by BCS staff.
Upload Images : This function is used to upload a Logo file or Screensaver files to the pad. Please contact our staff for exact image specifications and help loading an image.
Show Patient Counseling Screen : Indicate if you'd like the signature to display a counseling screen when prescriptions are being signed for.
Patient Counseling Authorization : Indicate if you'd like the signature pad/BestPOS program to ask for pharmacist authorization when asked for patient counseling. This will require the pharmacist to essentially approve Patient Counseling.
Authorization Type : This refers to the previous option and is currently locked to default Username/Password.
MISCELLANEOUS
Wait for : Minutes to Lock Admin Screen : Indicate minutes after which to automatically lock the Admin screen. Default '0' to disable.
Wait for : Minutes to Lock Cash Register Screen : Indicate minutes after which to automatically lock the Register screen. Default '0' to disable.
Screen Resize Mode: Choose how you'd like the BestRx window to display on your monitor.
Normal Full Screen (recommended): This setting stretches the window by 4:3 aspect ratio. It will leave a grey area on the right side of the screen when using a widescreen monitor.
Stretched Full Screen: This setting stretches and adjusts the program to fill the entirety of your monitor.
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The Administration menu covers all administrative purposes of the BestPOS program.
