These following topics will go over the basic user interface such as the Login Screen and the Main Register Screen.
Login Screen
This is the Login screen for the BestPOS Register Program. The header will clearly display "Cash Register Mode" when opening the register program and not the Administration program.
Select the user to log in with and enter the user password. Click "Login" to log into the BestPOS Register program.
Quick Support button will open the support tool we use to remote into your computer to assist with issues you may have.
Main Register Screen
The BestPOS Register program is broken down into five distinct sections, and twenty more specific locations.
The GREEN tinted section displays information about the program (Windows Taskbar) like the version, cash register number and the user logged in.
This field is used to display the Customer's name upon entry.
This field is used to display the Sales Representative upon entry.
These four fields display the current date and time, the QS (QuickSupport) shortcut, and the Help menu.
The BLUE tinted section is host to the primary add/modify functions of the current transaction.
The Delete button functions to remove items from the transaction listing.
The Repeat button repeats the last item/price combination.
The Discount % button allows for discounting items based on percentage.
The Discount $ button allows for discounting items based on dollar amount.
The Item SKU field is used for entry/scanning of items to be sold.
The transaction screen lists line by line all items entered/scanned to be sold.
The RED tinted section holds the item shortcut buttons.
This is the item shortcut grid. It can be modified by using the Administration program's Setup Item Shortcut Buttons, and pages can be scrolled through with the Left/Right arrows at the bottom.
The WHITE tinted section displays information about the transaction, tender methods and a couple additional functions.
This is the Discount/Coupon/Food Stamp/FSA Eligibility chart. Dollar amounts display in the appropriate lines if select items are eligible for the listed tender methods.
This is the Item Count box. The number will display exactly how many items belong to this transaction.
This is the Sub Total display box. It gives a breakdown of the transaction and lists the amount due at the bottom.
This is the Tender (F12) button. It displays all available tender options for the transaction.
This is the Age Check button. It allows for a quick and easy age calculation based on date.
This is the Calculator button. It brings up a simple calculator for your convenience if needed.
This is the Cash Tender button row. The yellow buttons are static, and they allow the user to press the appropriate bill they have received; the register then calculates amount due/change amount. The green buttons automatically change based on closest bill/amount to amount due, ie. $16.77 would display $17, $20, $50. The Exact Cash button is used when exact cash is given, and no change is due.
This is the Exit button, it exits the register program. Any batches that are open on the register stay open even when the program is closed. To close a batch, refer to the Closing for the day article.
The YELLOW tinted section is host to the various BestPOS function buttons. The pages can be flipped with the arrows on the bottom right.
TOP ROW
Price Check F2 pulls up a simple window that gives the ability to price check items without scanning them into the transaction list.
Void F3 will void the transaction. This function requires a password entry from an authorized user.
Hold/Resume F4 will place items on hold, and when there are on hold/delivery items the button will allow you to resume those transactions.
Return F5 provides the ability to return items.
Delivery F6 marks the transaction for delivery.
Customer F7 will allow you to search and select the customer for whom this transaction is for.
Drawer F8 gives the ability to perform add/payout functions.
Reprint Sales Receipt F9 will bring up the ability to reprint sales receipts and delivery tickets for delivery prescriptions.
No Sale opens the drawer with nothing sold.
BOTTOM ROW
Setup F2 displays the program setup for various functions and hardware options.
Item F3 gives the user an ability to search for or add a new item to the system.
Sales Rep F4 will allow you to search and select the Sales Representative linked to this transaction.
Refresh F5 simply refreshes the screen for any changes that might not have yet appeared.
Layaway F6 will allow the user to place items on layaway for a customer.
Customer F7 will allow you to search and select the customer for whom this transaction is for.
Payment F8 is used to make a payment/credit customer transactions (A/R house charge accounts)
Lock simply locks the program from being used and requires a password to unlock.
Other F11 displays various other functions for the register. It's most commonly used to close the register batch.
Function Buttons
The function buttons serve as shortcuts to various different POS functions and rest on the bottom of the BestPOS Register window. There are two pages which can be switched at any time with the bottom right arrow button.
Top Row
The Top Row of the Function Buttons holds shortcut buttons to functions more commonly used in the program.
Price Check F2
Click the Price Check F2 button or hit the F2 key on the keyboard to bring up a price check function within BestPOS.
Simply enter the Item SKU or scan the item with a barcode scanner to display the price check information. You can add multiples of the same item or scan additional items if you'd like to see what the price per entire bill will be. To scan different individual items by themselves make sure to click the "Clear" button to clear the current screen and then scan your other items.
Void F3
Click the Void F3 button or the F3 key on your keyboard to void a transaction.
The program will void and cancel the current transaction when this function is used.
Hold / Resume F4
Click the Hold / Resume F4 button or hit F4 on your keyboard to put a transaction on hold, or resume a held/delivery transaction.
The Hold function simply takes the current transaction and stores it in the database for future use, and does not offer a graphical interface of the function. The following outline the Resume function.
When the Resume button is pressed, the above screen will display listing all transactions that are currently on hold. Hold Type will specify if it's a regular transaction or a delivery transaction. The marking is cosmetic only and the function of resuming a transaction is the same. When ready, click on the transaction you'd like to resume. You will see the screen as below.
This screen displays details of the transaction and the items within. To resume, simply click the Resume Transaction button or hit Cancel to cancel the function. You can print a Delivery Ticket / Receipt for the transaction on hold by clicking the appropriate buttons; the receipt will print automatically to the receipt printer. You can also delete a transaction that might have been placed on hold/delivery in error by clicking Delete Transaction.
Simply confirm by clicking Yes to delete the currently selected hold transaction. This will remove it from the list and CANNOT be undone.
Return F5
Click the Return F5 button or hit the F5 key to start the return process.
The return function requires a Original Receipt number or Item SKU be entered to proceed with the return. NOTE: If Item Sku is not available, the return function allows for a return without SKU/Receipt. Click the Return Item without SKU button, enter the amount for the return and proceed with the rest of the return as normal. Returns without SKU or returns based on SKU alone are not eligible for credit card returns and can be returned as cash only.
Click the check-box next to the item being returned and specify the quantity for the return. Click OK when the quantity has been entered.
When done selecting items and entering quantities, enter a Remark if desired, then click Return to initiate the return.
The confirmation window will display asking if you're sure about returning the item(s). Click Yes to continue with the return. NOTE: Transactions of tender type other than cash will display an additional step where the tender type has to be selected.
The window above will display how much money is owed to the customer. Click OK to finalize the return.
Delivery F6
Click the Delivery F6 button or hit F6 on your keyboard to put a transaction on a delivery hold.
This functions the same as a hold transaction with the difference being the ability to print a Delivery Receipt, Ticket, both or none when placing the transaction on a delivery hold. This is primarily designed and used to properly mark and record deliveries in the BestPOS system. When the delivery driver comes back after delivering items and obtaining money for the purchase, use the Hold / Resume F4 function to resume and finalize a delivery transaction.
Customer F7
Click the Customer F7 or F7 on your keyboard to bring up the Customer File.
The customer file keeps record of all your customers' information. 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.
Drawer F8
Click the Drawer F8 button or the F8 key on your keyboard to display the Drawer functions.
Add Cash to Register allows you to adjust the drawer for cash that's been added.
Take Cash from Register allows you to adjust the drawer for cash that's been removed.
Add Check to Register allows you to adjust the drawer for a check that's been added.
Adjustment to Vendor allows you to adjust the drawer based on money given by vendor or removed for a vendor. This option will ask to select a valid vendor.
Cash Paid to Vendor allows you to adjust the drawer for cash paid to a vendor. This option will ask to select a valid vendor.
Lotto Ticket Winner allows you to adjust the drawer based on a Lotto Ticket winnings removed from drawer.
Lotto Machine Winner allows you to adjust the drawer based on a Lotto Machine winnings removed from drawer.
When either option is selected, enter the Amount Paid value and Remark if desired then simply click Save to save the adjustment.
Reprint Sales Receipt F9
Click the Reprint Sales Receipt F9 button or the F9 key on your keyboard to reprint a sales receipt or delivery ticket for a transaction.
In order to re-print a Sales Receipt, first select the criteria to base the search on; you have the ability to search by the Sales Date, or by Receipt Number. When you've entered the desired criteria, simply click "Search". When searching by date, the program will display all receipts for the selected date range. Choose the receipt you'd like to re-print by clicking it. The receipt should populate below and you will have the ability to print it again by clicking the "Print Sales Receipt" button. In addition, you can also "Print Gift Receipt", "Email Sales Receipt", "Add to Delivery Queue" and print the delivery ticket as well by clicking "Print Delivery Ticket".
Please note; the Email option will be also be available on the "Cash Back to Customer" window during those transactions; alternatively it's also available under Other > Reprint Return Receipt.
No Sale
Click the No Sale button to open the drawer without a sale.
When pressed, a verification screen will display asking for a password to open the drawer. Enter the password and hit Verify to open the drawer.
Bottom Row
The Bottom Row of the Function Buttons holds shortcut buttons to functions less commonly used in the program, but still very important.
Setup F2
Click the Setup F2 button or F2 on your keyboard to display the setup configuration screens for the BestPOS program.
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
NOTE : 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
NOTE : 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.
Do Not Resize: This setting keeps the program in native size. On modern monitors the program will appear as a small box in the upper left, with grey areas on the bottom and right of the screen.
Item F3
Click the Item F3 button or F3 on your keyboard to pull up the Item File.
The Item File stores item information for your store inventory. The main screen will allow you to search for specific items simply by starting to type a search string in the "Item" field, or alternatively by picking a Supplier in the drop-down box. You can narrow the report down by Department, Category or Group by selecting the appropriate information in the respective drop-down boxes. To edit any item from the search results simply click the corresponding line. To add a new item, click the "Add Item" radio button.
While the only required fields when entering a new item are Long and Short Description, it is HIGHLY recommended to be as thorough when adding new items as possible.
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 will display the SKU for the item selected, and is used as reference for an easier cross check of items. It is not editable and displays the same SKU as the main Item screen.
Supplier : Choose the supplier for the item. Suppliers can be further defined in the Supplier File.
Vendor Item # : Enter the supplier vendor item. This is the suppliers internal number for this item.
Default Order Qty : Enter the default order quantity you order from the supplier.
Acq Cost : Enter the acquisition cost for the item. This is the price you pay your wholesaler for this item.
Primary Supplier : Indicate if this is the primary supplier for this item.
Last Cost Paid : This field displays the most recent amount paid for the item. It is locked and for display only. This field will only populate when the item is ordered/received through a wholesaler EDI account.
Last Order Date : This field displays the last time an order was placed for the item. It is locked and for display only. This field will only populate when the item is ordered/received through a wholesaler EDI account.
Last Received Date : This field displays the last time an order was received for the item. It is locked and for display only. This field will only populate when the item is ordered/received through a wholesaler EDI account.
Sales Rep F4
Click the Sales Rep F4 button or F4 on your keyboard to bring up the Sales Representative window.
This window will display and allow you to select sales representatives in the system. To search for a record 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
Click the Layaway F6 button of F6 on your keyboard to open the Layaway function window.
The Layaway function allows for a customer to make payments on an item that's been set aside they might not currently have the full amount for. When the amount has been paid in full, the store will then give the item to the customer. You can Add Item to Layaway, Collect Payment and display Payment History.
Add Item to Layaway
To add an item and start a layaway for a customer, select the Customer and SKU by using the appropriate search fields. When the customer and item have been selected, change the dollar amount for the item if you desire so, discount if applicable and a deposit if present. The Tax and Total fields are gray and cannot be edited as they simply display the tax and balance. Enter any Remark you may have, and when finished click Add To Layaway. This will display the item in the bottom grid, and allow you to add other items for this customer. When finished with the customer, simply click Finish in the bottom right. The program will pull up a tender screen and allow you to finalize the transaction by collecting money.
Collect Payment
Search and select the customer using the Customer search box, then click the item the customer wants to pay on.
Enter the amount for this payment and click OK. The item will be entered into the payment list as shown below.
If you made an item selection in error, you can check the item(s) and click Remove Item to remove it, or Remove All to remove all items from the list. Otherwise click Finish in the bottom right. The program will pull up a tender screen and allow you to finalize the transaction by collecting money.
Payment History
Select the customer using the Customer search box above. When the customer's been selected, items that are on layaway for them are displayed in the first window. Upon clicking an individual item, the bottom window will display the payment history for said item.
Customer F7
Click the Customer F7 or F7 on your keyboard to bring up the Customer File.
The customer file keeps record of all your customers' information. 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.