The bottom row of buttons (pictured below) are shortcuts to less common (but still important) functions used in BestPOS.
We will review each shortcut in more detail below.
Setup F2
Clicking the “Setup F2” button, or F2 on your keyboard, will display BestPOS’s setup configuration screens.
PRINTERS
Available printer configurations include:
Receipt Printer : Here you can choose the printer you want to use to print receipts.
Code to Cut Receipt : Here you can enter your printer receipt cut code.
Code to Open Drawer : Here you can enter your printer drawer open code.
Lines to Skip after Printing Receipt : Here you can enter the number of lines you want skipped after printing a receipt.
Regular Receipts to Print : Here you can indicate the number of regular receipts to print.
Credit/Debit Card Receipts to Print : Here you can indicate the number of credit/debit card receipts to print.
Receipts to Print for Checks : Here you can indicate the number of check receipts to print.
Report Printer Name : Here you can choose the printer you want to use to print reports.
Report Printer Paper Source : Here you can choose a paper source to use for a selected printer.
DISPLAY POLE
Available display pole configurations include:
Using Display Pole : This idicates whether or not you're using a display pole, to share basic information with the customer.
Display Pole Port : This indicates which COM port the display pole is installed on.
USB Pole Type : This indicates the pole type, if a USB display pole is being used.
Pole Text : Here you can enter text you want the display pole to show the customer.
IMPORTANT: The options on the right side of the screen, aside from "Display Clock : Yes/No" should never be adjusted.
PAYMENT PROCESSOR
Important: The screen header will update/change based on your specific payment processor. You should not modify these fields. If you need to adjust these settings, please contact our Customer Support team for assistance.
Available payment processor configurations include:
Credit Cards : This indicates if the processor should be used for credit card transactions.
Enable Credit Card Txn Log : This indicates whether a transaction log should be kept.
Debit Cards : This indicate if the processor should be used for debit card transactions (which typically requires a pin pad or an encrypted signature pad.)
Checks : This function is currently disabled.
Food Stamps : This indicates if your pharmacy accepts paper Food Stamps. (Please Note: Unless you are using Heartland’s Portico Gateway, Food Stamp cards must be processed through a separate terminal to actually move funds and a debit pin pad or an encrypted signature pad MUST be used.)
EBT (Electronic Benefit Transfer) Cards : This indicates if your pharmacy accepts EBT (food stamp) Cards. As with paper food stamps, the same terminal/processing requirements (outlined above) apply.
Payment Processor : This indicates the payments processor used to processes your pharmacy’s payments. The fields that are displayed after a processor is selected should never be adjusted without consulting with a BestRx support team member first.
DEBIT PIN PAD
Important: To avoid accidentally wiping the encryption, please contact our Customer Support team for help installing your Debit Pin Pad.
Available debt pin pad configurations include:
Pin Pad Device: This indicates your pin pad device model.
Pin Pad Baud: This indicates the device’s baud rate (the default value is 1200).
Pin Pad Data Bits: This indicates the device’s data bit rate (the default value is 7).
Pin Pad Port: This indicates which COM port the device is installed on.
Pin Pad Timeout: This indicates the number of seconds until the device times out.
Allow Cashback on Debits: This indicates if cash-back transactions are allowed.
Max Cashback on Debits: This indicates the maximum amount allowed for cash-back transactions.
SIGNATURE PAD
Available signatre pad configurations include:
Use Signature Pad for RXs: This indicates if the signature pad is being used for prescription items.
Credit/Debit Cards: This indicates if the signature pad is being used to capture credit/debit card payments.
Ephedrine Purchases: This indicates if the signature pad is being used to store signatures for Ephedrine purchases.
Signature Tablet Type: This indicates your signature pad model.
Show EasyCaps on Sig Screen: This indicates if BestPOS should display the EasyCaptions on your signature pad when customers are signing for medications.
Show # of RXs on Sig Screen: This indicates if you'd like BestPOS to display the total number of prescriptions being signed for on the signature pad.
Show Total on Sig Screen: This indicates if you'd like BestPOS to display the total amount of the transaction being signed for on the signature pad.
Days Allowed for RX Pickup: Here you can enter the number of days prescriptions should remain in the pickup file to be signed for. (The default is '30' days.)
Sig Pad Driver: This indicates the driver being used to communicate to the signature pad (which can only be changed by our support team).
Mx870 Com Port: This idicates which COM port the signature pad is installed on (which can only be changed by our support team).
Upload Images: This is where logo or screensaver files can be uploaded, so they are displayed on your signature pad. (For image specificaitions and help uploading an image file, please contact our support team.)
Show Patient Counseling Screen: This indicates if the signature pad should display a counseling screen when customers are signing for their prescriptions.
Patient Counseling Authorization: This indicates if the signature pad/BestPOS should ask for a pharmacist’s authorization to approve patient counseling.
Authorization Type: This is the authorization the pharmacist will use when approving patient counseling. It is currently locked and defaults to asking for the pharmacist’s Username/Password.
MISCELLANEOUS
Other miscellaneous configurations include:
Wait for: Minutes to Lock Admin Screen: This indicates how many minutes before the Admin screen should lock. (To disable the lock screen, you can set this to '0'.)
Wait for: Minutes to Lock Cash Register Screen: This indicates how many minutes before the Register screen should lock. (To disable the lock screen, you can set this to '0'.)
Screen Resize Mode: Here you can choose how you'd like the BestRx window to display on your monitor.
Normal Full Screen (recommended): Selecting this option stretches the window to fit the majority of normal-sized screens (with a 4:3 aspect ratio). There may be a grey area on the right side of the screen if you’re using a widescreen monitor.
Stretched Full Screen: Selecting this option stretches the window to your entire monitor screen.
Do Not Resize: Selecting this option keeps the window display set to its default size. On most monitors, the window will be displayed as a small box in the upper left, with grey areas on the bottom and right side of the screen.
Item F3
Clicking the “Item F3” button, or F3 on your keyboard, will pull up the Item File.
The Item File is used to store product information for transaction and inventory purposes.
On the main screen, you can search for specific items by typing what you’re looking for in the "Item" field. You can also narrow results using the drop-down boxes and sorting by:
Category
Department
Group
Supplier
To edit an item from the search results, simply click on the line you’d like to update.
To add a new item, click the "Add Item" radio button in the upper left.
When entering a new item, you are only require to provide a Long and Short Description, however we strongly recommend completing the other fields and being as thorough as possible. Additional item fields include:
SKU : Enter the SKU for the item. This is typically the barcode.
Active : Indicate if the item is active and available to be used in sales transactions.
Long Description : Enter a long description for the item.
Short Description : Enter a short description for the item.
Manufacturer Name : Enter the manufacturer's name for the item.
Buy as Case : Indicate if buying this item as case.
Sell as Case : Indicate if you'd like the ability to sell this item as case.
Unit Acq Cost : Enter the item's acquisition cost.
Unit in Case : Enter how many units in a case if purchasing as case.
Cost/Case : This field automatically calculates cost per case based on information previously entered.
PSE Grams per Box : Indicate Ephedrine/Pseudoephedrine content per box. This only applies to PSE items.
Regular Price : Enter the regular price for the item. This is typically the retail price.
Discount : Enter an amount here if you'd like this item to be discounted. NOTE: This is the amount to be discounted and NOT the final discount amount for the item.
Gross Profit (%) : This field will display a gross percentage of a profit on this item.
Tax Rate : Choose a tax rate for the item. To define Tax Rates, refer to the Store Setup section.
County/City Tax : Choose the County/City tax if applicable. You can define Tax Codes in the Item Tax Code file.
Discountable Item : Indicate if you'd like this item to be discountable on the main sales screen with the discount buttons/functions.
Deposit Amount : This feature is currently in development stage.
Use Scanned Price : Indicate if you'd like to always use the price as defined in the Regular Price segment when the item is scanned. If you'd like to enter the price manually every time, choose "NO". This is particularly useful for items that share a general name, but do not have a defined price per individual item.
Can Override Price : Indicate if you'd like to allow the price to be over written on the main sales screen for this item.
Block EDI Price Updates : Indicate if you'd like to block any EDI price updates from suppliers for this item.
Accept Food Stamps : Indicate if you'd like this item to be flagged as Food Stamp eligible and therefore offer the option to use a Food Stamps Card as a tender option.
Accept Coupons : Indicate if you'd like this item to be flagged as Coupon eligible and therefore offer the option to use a Coupon as a tender option.
FSA Type : Enter the FSA eligibility for the item. Choices are Not FSA Eligible, Healthcare Item or Prescription Item.
Identification Check : Indicate if you require an identification check for this item. Choices are Tobacco, Alcohol, Ephedrine/Pseudoephedrine, General (No Minimum Age) or Dextromethorphan.
Order Base : Choose the price basis for the item. You can choose between the Best Price (BestPOS) or the Primary Vendor.
Department : Choose the department for this item. You can edit departments through the Department File.
Category : Choose the category for this item. You can edit categories through the Category File.
Group : Choose the group for this item. You can edit groups through the Group File.
Location : Choose the location for this item. You can edit locations through the Location File.
Promotion : Indicate if the item is on a promotion. This is a very quick and rudimentary way to add a promotion to specific items. For a full fledged explanation of the promotion feature, refer to the Promotion Articles.
Start Date : Indicate the start date for the promotion.
End Date : Indicate when this promotion will end.
Promo Price : Indicate the promotional price for the time period specified above.
Track Inventory : Indicate whether or not you'd like to track the item's inventory.
Units on Hand : Indicate how many units on hand you currently possess.
Minimum Units on Hand : Indicate the minimum quantity on hand you wish to have for this item
Qty sold since last order : This field displays quantity sold since you last ordered this item and is not editable.
The Supplier section displays supplier info linked to the item. This information might automatically populate if using the EDI feature and a wholesaler has sent information about the item.
SKU #: This field displays the SKU for the item and can be used to cross-reference items. (Please note, this field not editable and displays the same SKU as the main Item screen.)
Supplier: Here you can select the item’s supplier. (Supplier information can be added/managed using in the Supplier File.)
Vendor Item #: Here you can enter a supplier’s internal vendor number for the item.
Default Order Qty: Here you can set a default order quantity.
Acq Cost: Here you can enter the acquisition cost (price you pay) for the item.
Primary Supplier: Here you can indicate if the item is obtained through the primary supplier.
Last Cost Paid: This field displays the most recent amount paid for the item. (This field only populates when the item is ordered/received through a wholesaler EDI account. It is locked and for display only.)
Last Order Date: This field displays the date an you ordered the item. (This field will only populate when the item is ordered/received through a wholesaler EDI account. It is locked and for display only.)
Last Received Date : This field displays the last time you received an order for the item. (This field will only populate when the item is ordered/received through a wholesaler EDI account. It is locked and for display only.)
Sales Rep F4
Clickng the “Sales Rep F4” button, or F4 on your keyboard, will bring up the Sales Representative window.
This window will display, and allow you to select, sales representatives in the system.
To search for a sales representative, simply type a name in the Sales Representative search box.
To add or edit sales representatives, refer to the Sales Representative file article.
Layaway F6
Clicking the “Layaway F6” button, or F6 on your keyboard, will open the Layaway window.
The Layaway function allows you to hold an item for a customer while they make payments on it when they’re unable to pay for it all at once. Here, you can Add Item to Layaway, Collect Payment and display Payment History. Let’s review each action in more detail.
Add Item to Layaway
To initiate layaway for a customer, start by selecting the Customer and SKU using the appropriate search fields.
Then, you can set the dollar amount for the item, including any discount or deposit you’d like to apply.
The Tax and Total fields will automatically populate and cannot be edited.
Next, enter any comments you would like to include in the Remark field and click Add To Layaway when you’re finished.
The item will now be displayed in the bottom grid, and you can add other items for the customer, if needed. To complete the layaway, simply click “Finish” in the bottom right. A tender screen will appear so you can collect a payment and finalize the transaction.
Collect Payment
To collect/apply a layway payment, search and select the customer using the Customer search box.
Then, click the item the customer wants to make a payment on.
Next, enter the amount of the payment and click “OK”. The item will automatically be entered into the payment list, as shown below.
If you select the wrong item, you can check the box to the left of the item(s) and click “Remove Item”. If you want to remove all items from the list, click “Remove All”.
When you’re done selecting items, click “Finish” in the bottom right. The tender screen will apppear so you can collect a payment and finalize the transaction.
Payment History
To view a customer’s payment history, select the customer using the Customer search box (shown above).
Once a customer's been selected, a window will appear that lists their layaway item(s).
Clicking on an item, you’ll be able to view the payment history for that item in the bottom window.
Customer F7
Clicking the “Customer F7” button, or F7 on your keyboard. will bring up the Customer File.
The customer file is where all your customers' information is stored. While the database is independent and fully capable if only using the BestPOS program, it does fully integrate into the BestRx database and utilizes those records in searches. When linked to the BestRx database, any new record you enter will insert itself into the BestRx customer database for an easier, more convenient way to keep record of your customers across both systems.
To search for a customer simply type their name in the "Customer" field. You can narrow the results to only charge (house) account customers by checking the "Show Only Acc/Rec Customers" box. If you wish to edit the record simply click the corresponding line. To add a new customer, simply click "Add Customer".
The required fields for entering a new customers are Customer Name, Family Name and Date of Birth. Any other information is optional.
The Billing Info section is used primarily for Charge Accounts and storing billing address information, as well as storing a credit card number for a card-less entry. The credit card number and expiration become truncated after saving the customer record according to Federal FTC FACTA law, are unable to be shown again and can only be used during transactions when no card is present.
Payment F8
Click Payment F8 or F8 on your keyboard to bring up the Payment function.
This function is used to make payments/credits to a customer's A/R house charge account. Search for the customer by typing in the Family name in the search box and select the appropriate family. Information on the Family Account will display in the Family Info / Balance fields.
Enter in the date for the transaction, transaction Code of 1-Purchase, 2-Payment, 3-Credit Adjustment, 4-Debit Adjustment and Remark if any. Select the appropriate Tender method and finalize the transaction.
Other F11
Click the Other F11 button or F11 on your keyboard to display the other menu.
Quick Support opens the program that allows us to remote into your computer and assist you.
Closeout Register closes the register.
X/Z Report for Current Batch offers an overview of the current batch for both X and Z reports.
Reprint Return Receipt will allow you to reprint a return receipt.
Reprint A/R Payment Receipt will allow you to reprint an A/R house charge account receipt.
Check Rx Pickup Times will give you the ability to obtain information about what day and time a prescription was picked up.
Credit Card Batch Inquire/Settle will assist on closing the current credit card batch.
VeriFone Sigpad Maintenance offers shortcuts to assist on troubleshooting of the Verifone signature pads.
X/Z Report
The X/Z Report is a combination of the X/Z reports from the administration program, and displays them in a fashion much alike to the Register Closeout report.
The biggest difference between this report and the one displayed during register batch close is that this report does not require you to close the register and offers the function to print the information whenever required.