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SOFT1 VERSION 5.00.519.11223

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Soft1 Retail Pro module is an all-inclusive solution, suitable for retail enterprises (individual stores, retail chains, etc.), providing through its flexible touchscreen full retail functionality, as well as speed and security in transactions, ensuring the smooth operation of the business. 

Providing a modern and aesthetically outstanding management interface, Soft1 Retail Pro can be connected to cash registers, fiscal printers, barcode scanners, credit card machines, customer display, as well as weighing systems. Soft1 Retail Pro operates both in online and offline mode and works in cooperation with Soft1, where configuration takes place. The above-mentioned peripherals follow the same interface specifications required for Soft1 ERP.

         

Find out on the tabs below: 1) the necessary configuration in Soft1, 2) answers to FAQs, as well as 3) a detailed example of how daily operations are carried out.


Before using Soft1 Retail Pro, you have to configure the .XCO file, S1 Retail Designer, Workstations – Parameter groups, as well as Workstations.

On the following tabs, you will find detailed instructions.


After activating the Module Soft1 Retail Pro, you will find in your Soft1 installation the .xco file, located into the directory of the application, as well as the XRetail.exe file, through which you log in to Soft1 Retail Pro.

Tip!

Make (manually) copies of the XRetail.exe file and put them in the application directory of every client / POS that will be running Soft1 Retail Pro.

In the .xco file you will have to:

  1. add the LOGIN section and specify the company (COMPANY=XXXX) and the branch (BRANCH=XXXX) for the user. Otherwise, you will get the "Incorrect branch" message, upon the login to Retail PRo.
    💡 The Branch should agree with the Branch selected at the workstation. See more on tab Configuration → Workstations.
  2. the parameters LANGUAGE and LOCALE, if you wish to view the Interface in another language, e.g. in Greek.

Azure installations

In Azure installations, the params.cfg file must contain the [LOGIN] and [PARAMS] section, which should be as follows:


Customize the Screen design Soft1 Retail Pro and define which users will have access rights to its operations, via S1 Retail Designer (Tools Menu → S.D.K. → Customization tools), by following the steps below:

Fill in the mandatory fields of Code and Description. Then, select one of the available Themes (by clicking on the Themes button) so as the fields of the Retail Display to be filled in with the default values.

In our example, by selecting the theme Right-handed Display including Categories and item photo, the fields in Trading Party Data, Search, Grid and Operations were auto-filled, fields which you can later customize as you wish.


Info

The screen design participates as a parameter in Workstations – Parameter Groups, as you can see on the homonymous tab.

Tip!

In the Operations Area, you can add extra Printouts, which you may find useful when using Retail Pro, e.g. a printout that concerns stock balances per color - size & W/H. To add a Printout:

  • click on the Operations button,
  • select Print, drag & drop it to the Operations list and place it where you want,
  • fill in the Print Title and finally,
  • specify the Command by filling in at least the name of the job (printout) that will be executed, as in our example <MAT_XM_WH>. You can also use additional parameters (FORCEFILTERS, FORCEVALUES, etc.)

The job name (printout) is available through the jobs menu, by selecting the printout and applying right-click and Properties.

See the result in Soft1 Retail Pro, on tab Operation (F.A.Q.) →  How to check stock balances per color-size & W/H.  

Tip!

In the Operations Area, you can also add Browsers, using the Command <XCMD:>.

For instance, in order to add the Retail documents browser, type the command <XCMD:RETAILDOC>. Optionally, you may also select a specific List and make it run automatically, by typing e.g.  [LIST=Daily retail documents,AUTOEXEC=1]. 

See the result in Soft1 Retail Pro, on tab Operation (F.A.Q.) →  How to check daily retail documents.

Set the users/user groups that will have access rights to the Operations of Soft1 Retail Pro. In our example, we selected only the Users who are members of the <Retail Sales Managers> Group to have access rights to the <Close Cash Register> operation (controlled job). This specific operation will not be visible to the users who do not belong to this group. For more information click here.

tip

In case a controlled job has to be visible to users who do not have an access right, yet executable only after the approval of another user (e.g. a manager), you have to add the latter in a user group and then declare it in the Approval Groups field. When the user selects the controlled job, then a message asking for the Manager's password will appear. Make sure to have set an identification method on the password of the Soft1 user who is the Manager.


Info

Admin users can access/execute all jobs.

Tip!

Lock the discounts feature.

Lock the <Apply discounts> feature, both at the line level and on the document totals, in case, for example, the specific job shall be executed only after the approval of another user/users group. See more about applying discounts on the tab Operation (F.A.Q.) → How to apply discounts to items.


From Soft1 5.00.520.11315 version, Soft1 Retail Designer comes with a new format and additional functionality. See below in detail how to take advantage of the new Soft1 Retail Designer, to design the desired screen of Soft1 Retail Pro.

POS display

Click on the POS display tab and then on the Themes button, to select one of the available ThemesIn our example, we selected the Right-Handed Display including Categories and Item Photo Theme.

The screen areas (eg transaction grid, default buttons, items area, etc.) will be automatically filled in with the same layout they will appear in Soft1 Retail Pro. 

info!

You can configure the areas layout with a simple drag & drop. Alternatively, to switch e.g. the Transaction Grid to the Items Area

  • click on the Transaction Grid
  • click Switch to and select the Items Area value.

Click on each area to view the fields of the retail screen, filled in with the default values ​​of the selected Theme, with the ability to change them. See below in detail:

Transaction Grid

In the Transaction Grid you have the following options:

  • Height (%): configure the height of the transaction grid.
  • Line Num: enable sequential numbering to the items lines.
  • Insert Row Above: activate this parameter to insert each new item line above the already existing ones.
  • Extra Data: Document: configure the Font size, as well as the Color of the document's header fields, or/and add new fields.
  • Extra Data: Lines: configure the Font size, as well as the Color of the document's lines fields.


Items Area

In the Items Area, you configure the items and the items categories layout, such as:

  • Height (%): the height of the items area.
  • Category Lines: the number of the category lines.
  • Lines: the total number of the items area lines, i.e. the number of the category & items lines.
  • Columns: the number of columns of the items area.
  • Background: the Font size of the items area.

Click Keep Category upon Item selection to keep in Retail Pro screen the selected category, after selecting an item.  Otherwise, the screen will return to the items area (HOME).

Click on Activate hierarchies to filter the items based on the hierarchies set in Soft1.

Totals Area

In the Totals Area you select the document fields layout (height, number of lines), as well as set Borders between the fields, and/or add new ones (e.g. ITELINES.QTY1, ITELINES.PRICE).

Default buttons

The Default buttons area includes basic Soft1 Retail Pro operations, such as:

  • Cancel
  • Standby/Restore
  • Fast payment
  • Payment

Find out more in tab → Operation (F.A.Q.)

Quickview mode

In Quickview mode you can display Quick View data, you have previously designed in Soft1. Any POS display Theme that includes item photo, comes with the image quickview.

To add your own Quick view to Soft1 Retail Pro:

  • Design the Quick view in Soft1. Quick views concern Browsers, in the design of which you have to select the columns you want to appear (e.g. the Balance & Barcode of the Item) and activate the  Quick view parameter.
  • Enter the Quickview name in the Quickview field of Soft1 Retail Designer.

Operations Grid

Configure the main functions of the Operations Grid, as well as the additional Operations that will be included in the Other options folder, such as:

  • Height (%): the height of the Operations Grid in Retail Pro.
  • Lines: the number of lines of the Operations Grid.
  • Columns: the number of columns of the Operations Grid.
  • Folder lines: the number of lines of the additional Operations folders (e.g. Other options, Change Salesperson).
  • Folder columns: the number of columns of the additional Operations folders (e.g. Other options, Change Salesperson).
  • Font size: the fields font size of the Operations Grid and of the additional Operations folders.

Add extra Printouts, which you may find useful when using Retail Pro, e.g. a printout that concerns stock balances per color - size & W/H. To add a Printout:

  • click on the Operations button,
  • select Print, drag & drop it to the Operations list and place it where you want,
  • fill in the Print Title and finally,
  • specify the Command by filling in at least the name of the job (printout) that will be executed, as in our example <MAT_XM_WH>. You can also use additional parameters (FORCEFILTERS, FORCEVALUES, etc.)


info!

The job name (printout) is available through the jobs menu, by selecting the printout and applying right-click and Properties.

You can also add Browsers, using the Command <XCMD:>.

For instance, in order to add the Retail documents browser, type the command <XCMD:RETAILDOC>. Optionally, you may also select a specific List and make it run automatically, by typing e.g.  [LIST=Daily retail documents,AUTOEXEC=1]. 

See the result in Soft1 Retail Pro, on tab Operation (F.A.Q.) →  How to check daily retail documents.

Custom Operations

In the Custom Operations area you can include additional fields/functions by using Queries. For instance, to add the Salespersons of the shift, follow the steps below:

  • Add the custom operations area where you want it to appear in Soft1 Retail Pro.
  • Height (%): select the height of the custom operations area.
  • Background: select the font size of the custom operations buttons.
  • Columns: select the number of the custom operations columns.
  • Lines: select the number of the custom operations lines.
  • Query: fill in the desired query. Example:  SELECT A.PRSN,A.CODE,A.NAME,A.NAME2 FROM PRSN A WHERE A.COMPANY=1000 AND A.SODTYPE=20 AND A.TPRSN=0 AND ( EXISTS (SELECT 1 FROM PRSEXT WHERE A.PRSN=PRSEXT.PRSN AND PRSEXT.SODTYPE=30 AND PRSEXT.ISACTIVE=1 AND PRSEXT.COMPANY=1000)) AND A.ISACTIVE=1 ORDER BY A.NAME2 
  • Title: enter the name of the field (FieldName), that will appear in the title of the custom operations buttons, e.g. NAME2 for the Employee surname.
  • Set value: select which field (e.g. which document field) will be updated, e.g. FINDOC.SALESMAN for the Salesperson field.
  • Return Value: select the value to be set in the field specified in Set Value, e.g. PRSN to set the Employee ID.
  • Color: select the color of the custom operations buttons.
  • Selection window: enable the parameter to display a pop-up selection window with the Salespersons, upon the login in Retail Pro.

During the login in Retail Pro a pop-up window will appear, where you can select the Salesperson(s) of the shift.

Salespersons will then be available in the custom operations area of Soft1 Retail Pro.

Miscellaneous 

In Miscellaneous parameters you configure the following:

  • Bottom Offset: specify in pixels (e.g. 50) the height of windows in Soft1 Retail Pro (e.g. the window of the trading party card).
  • Keyboard size (1-10): select the size of the on Screen-Keyboard, in Soft1 Retail Pro.
  • Title - Background color: select the color of the items area header.
  • Grid - Header color: select the color of the documents header.
  • Error sound: add an error sound, by selecting the desired .wav file from your workstation. For example, if you scan an item without a registered barcode, you will get the error message "Record not found. Will you enter a new Item?" and you will hear the selected error sound.
  • Fast payment: Configure the Fast payment in Soft1 Retail Pro.

    • Cash: clicking on Fast payment, "cleans up" the screen of Soft1 Retail Pro and saves the document in Soft1.
    • Card: clicking on Fast payment, "cleans up" the screen of Soft1 Retail Pro. After making the transaction on the credit card machine, the document will be saved in Soft1, with the total value of the transaction in one installment. 
    • Cash and Credit card: clicking on Fast payment, opens a window that provides the above payment methods.

Furthermore, you can specify/configure: 

  • the additional search data that can be used in Soft1 Retail Pro search bar, in order to search for example by customer, loyalty card, e.t.c. (The default search is based on the search codes you have set on Sales parameters in Soft1)
  • the fields that will be included in the trading party card in Soft1 Retail Pro, e.g. name, address, e.t.c.

Access rights

Define access rights: Set the users/user groups that will have access rights to the Operations of Soft1 Retail Pro (Admin users can access/execute all jobs). In our example, we selected only the Users who are members of the <Retail Sales Managers> Group to have access rights to the <Close Cash Register> operation (controlled job). This specific operation will not be visible to the users who do not belong to this group. For more information click here

Approvals: In case a controlled job has to be visible to users who do not have an access right, yet executable only after the approval of another user (e.g. a manager), you have to add the latter in a user group and then declare it in the Groups field. When the user selects the controlled job, then a message asking for the Manager's password will appear. Make sure to have set an identification method on the password of the Soft1 user who is the Manager.

OTP (One time password)enable the OTP feature to send a code to the users of the Approval Group, each time the controlled job is selected. This code must be verified through the authenticator application (Google, Microsoft, etc.) that the user has installed on his computer (or mobile phone, tablet, etc.).

info!


The OTP parameter works given the authenticator code has been generated in the user's tab.

Click Verify OTP and scan the barcode or enter the alphanumeric code in the authenticator application, to verify the user's identity.

Finally, click OK and Save.


Tip!

Lock the discounts feature

Lock the <Apply discounts> feature, both at the line level and on the document totals, in case, for example, the specific job shall be executed only after the approval of another user/users group. See more about applying discounts on the tab Operation (F.A.Q.) → How to apply discounts to items.

Customer display

Configure the screen layout that the customer will see during the transaction. First, you need to connect a second monitor to your workstation, which will be displayed to the client.

Click on Customer display and select one of the available default Soft1 Themes.

The areas of the customer display (fields, video, photo, hltm) will be automatically filled in with the layout that will appear on the monitor as well. 

Activate: The customer display comes automatically activated, with the selection of a Theme. Click on the parameter to disable this feature.

info!

You can configure the areas layout with a simple drag & drop. Alternatively, to switch e.g. the video area to the photo area

  • click on the Video area, 
  • click Switch to and select the Photo value.

Click on each area to view the fields of the customer display, filled in with the default values ​​of the selected Theme, with the ability to change them. See below in detail:

Fields

In the Fields area you can select the layout of the documents fields (height, number of lines), set Borders between them, and/or add new fields (e.g. ITELINES.QTY1, ITELINES.PRICE).   

Video

In the Video area, you can add an .mp4 video file, which will appear on the monitor, as well as set the height of the video on the screen.

Click Open and select a file from your workstation. 

Photo

In the Photo area you can select the image file(s) (.jpg, .jpeg, .jpe, .jfif, .png) you want to appear on the monitor, as well as specify the height of the photo on the screen.

Click Open and select the file(s) from your workstation. 

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You select more than one photo, to create a slide show.

HTML

In the HTML area you can either enter a web url of a page, or create your own Html page, that will appear on the monitor. Select one of the following options:


  • In the Url field, type the web url of the page you want to appear. Alternatively, click Open and select an .html file from your workstation.
  • In the Html Body field, enter the body of the HTML page you have designed.

Example

See in the example below, how to design a customer display that includes both field lines of the document and the photo of your choice:

Select a customer display Theme that includes the photo area, or configure the areas appropriately, and then:

  • specify the fields you want to display on the monitor (in our example we selected the total value of the document and the item description),
  • select the photo you want to display on the monitor, from your workstation. 

Right after you customize the Screen design, you will have to create a Workstation – Parameter group, where you can set Parameters, select Screen forms and set the Group Colors and the Fast Moving Items on the screen of Soft1 Retail Pro. The Workstation – Parameter group you will create, will be declared on the Workstation too, as you will find out on the following tab.

On a new Workstation – Parameter group (Tools Menu → Peripherals & Hardware), set the Code & the Description and then:

1. The Parameters. More specifically:

  • The Screen design you created via S1 Retail Designer.
  • The on Screen-Keyboard: Activating this parameter, an additional keyboard will appear when typing on Soft1 Retail Pro.
  • The Groups Table, the groups of which will appear on the Category Lines.
  • The Values per Group, to select the values of the Groups table that will appear on Soft1 Retail Pro.
  • The item description and the item sorting fields: regarding the field of the items table (Mtrl) that you wish to appear on the items' selection area of Soft1 Retail Pro, as well as the sorting field.
  • The Record cancellations parameter: By activating this specific parameter, when you click on the <Cancel> button on an ongoing document on Soft1 Retail Pro, the document will be saved in Soft1 as not approved, (with APPRV = 0), [check out a relevant example on tab Operation (F.A.Q.) → How to cancel the lines of an ongoing transaction].


2. The Screen forms of 6 specific objects: RETAILDOC, CUSTOMER, ITEM, CFNCUSDOC, CFNSUPDOC, BFNBACDOC [check out a relevant example on tab Operation (F.A.Q.) → What happens by selecting a custom screen form on Workstations – Parameter groups].

3. The Group colors: Concerning the groups of the selected Groups table.

4. The fast-moving items which will be displayed on the home page (HOME) of Soft1 Retail Pro (given you have selected the suitable theme from S1 Retail Designer). You can pick their color and set their order of appearance as well.

After creating the Workstation – Parameter group, set a Workstation (Tools Menu → Peripherals & Hardware). On a new entry, fill in the mandatory fields (Code and Workstation) and then specify the following:  

Tab Default Data

  1. The appropriate Branch and Cash. (The Branch should agree with the Branch specified at the [LOGIN] section of the .xco file. Otherwise, you will get the message "The workstation has not been setup", upon the login to Retail PRo).
  2. The Parameter Groups (Retail), which is the Workstation – Parameter group you created (mandatory field).
  3. The Fiscal printer that will be used for printing receipts and issuing x & z reports.
  4. The Gift Receipt Printout Form, as well as the Printer. Fill in the specific fields to print gift receipts from the screen of Soft1 Retail Pro.
  5. The Suggested cash account (closing) and suggested series (closing). When closing the cash register, we declare the counted amount of cash, as well as the amount that stays in the register. Their difference appears in a cash account wire transfers form, where the parameters appear in case they are filled.
  6. The Cash register monitoring. The activation of this option enables opening and closing the register.
  7. The Default series that will be available for the user in Soft1 Retail Pro. More specifically, Series:
    1. Retail and Sales concern Retail documents.
    2. Supplier cash transactions concern the Supplier payment buttons*.
    3. Customer reconciliation concern the Customer Collection buttons* and
    4. Cash accounts wire transfers concern the Cash accounts buttons*.

*The above-mentioned buttons function on Soft1 Retail Pro, only if these specific series are filled.

Moreover, you can set Additional series per module.

Tab Telephony/Cards mechanism

In case you are using a credit cards mechanism (EDPS / Cardlink), fill in this tab with the mechanism’s data. Click here for more.


How to login to Soft1 Retail Pro / open cash register.

Login to Soft1 Retail Pro through the XRetail.exe file, available in the application directory. 


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The offline mode requires that you have properly configured your Soft1 installation. See more here.

  • Open Cash Register: By logging in to Soft1 Retail Pro, a pop-up window will automatically appear, where you have to enter the starting balance (usually at the start of each business day).

At the same time, a new entry will be created in Soft1, available through Financial Management → Cash Accounts & Bank transactions → Close Cash Register, where the closing counts for the current day are displayed.

Cash register monitoring (opening/closing ) requires that in the Workstation you have activated the Cash register monitoring parameter.

How to pay-off a retail document.

Once you select the stock items, you can make the payment either by:

  • selecting Fast Payment, in case the customer pays in Cash. After the fast payment is done, you can move on to a new transaction.
  • selecting Payment, to see all of the possible ways to pay-off the document, which you can also use in combination, by dividing the amount, e.g. in Cash, Credit card, and/or Gift voucher.


More specifically, if you select payment with a credit card, by clicking on Add Card, an indication will be automatically displayed - on the credit card machine you are using - prompting you to insert the card. Finally, click Payment to pay-off the document. Credit card payments can also be done manually.

Tip!

If you want to cancel the payment that has just been made in the credit card machine, click on the corresponding button and re-enter the customer's card on the machine.

Card payments require that you have updated the Workstation and the Telephony/Cards mechanism tab, with the details of the credit card mechanism  (EDPS / Cardlink) you are using. Click here for more.


How to temporarily save and recall a retail document.
  • Standby: Temporarily save an ongoing transaction by clicking on Standby, on the main screen. 

The Standby button is activated in the new document, whenever you add at least an item to the lines. 

  • Restore: Click Restore to view all documents you put on hold and select the one you want to manage.

The Standby indication switches to Restore, once you put at least one document on hold.

How to cancel the lines of an ongoing transaction.
  • Cancellation:

In case you have added items to the lines of the document and you wish to cancel the transaction, click on Cancel.




  • Monitor incomplete transactions:

If you want to monitor transactions that have not been completed, make sure you have activated the Record cancellations parameter in Workstations - Parameter Groups.

See the results, both in Soft1 Retail Pro and Soft1, in the next screen.

How to apply discounts to items.

Discounts are declared in the available fields "Discount 1 (%)", "Discount 2 (%)" and "Discount 3 (%)" where you can set up to three discounts that will be proposed in the document lines.

There are two ways:

  • Automatically - Set the desired discount/discounts on the Item's card on Soft1. The discount/s will automatically appear on the retail document, both at the line level and on the document totals.
  • Manually - Set the desired discount/discounts on a selected item on Soft1 Retail Pro, while the transaction is ongoing. The discount will appear, both at the line level and on the document totals.


info

 The pricing policies that you have specified in Soft1, also apply in Soft1 Retail Pro.

Tip

Moreover, you can set discount/discounts on Soft1 Retail Pro, directly through the Payment screen, where you can set up to two discounts, that apply to the specific transaction and do not affect the price/value of the item.

How to check the price of the items.

First of all, make sure that the Price Check operation is included in the Operations section, on S1 Retail Designer. See an example on the S1 Retail Designer tab.

Click on the Price check button and then on the desired item. (Alternatively, scan the item using a barcode scanner). A pop-up window will appear, showing the price of the item.

Tip!

You can set access rights to this job from S1 Retail Designer, by creating an approval group.
The system will ask for the password, as soon as the user clicks on the Price check button, on Soft1 Retail Pro screen. See more on the S1 Retail Designer tab.



 

How to check stock balances per color-size & W/H.

In Soft1 Retail Pro, in order to check stock balances by color-size & W/H, you must have previously added the respective Printout in the Operations area of S1 Retail Designer. See more in tab Configuration S1 Retail Designer.

Add the item to the lines of Soft1 Retail Pro and click on Other options and Balances per color – size. Automatically, the printout concerning the balances of the specific item will be executed.


How to check daily retail documents.

In Soft1 Retail Pro, in order to check daily retail documents, you must have previously added the respective Browser in the Operations area of S1 Retail Designer. See more in tab Configuration  S1 Retail Designer.

Click on Other options and Daily retail docs. Automatically, the Browser will be executed, providing drill-down ability as well.

How to select a Salesperson.

Usually, the Salesperson is the login user, but you can also bring the field into the document lines through the S1 Retail Designer. 

To switch the Salesperson, click on Change Salesperson and select the one that uses the cash register, without having to log out. 


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You can also select the  Salesperson by clicking on the item's details.




How to select another Series on the document (Change Series).

In Soft1 Retail Pro, in order to change Series on a document, select the Series from Other options → Change Series. Automatically, the Selected Series will appear on the document's header.

The Series that are available for selection are defined in the Workstation. See more on the Workstations tab.


Tip

Make sure that the relevant Operation is included in the Operations section, on S1 Retail Designer.

Series change from Retail receipt to Sales order (advance payments)

How to issue an Invoice to a customer.

To issue an Invoice to a Customer, select the Invoice Series of the document's header (Other Options → Change Series). 

Then, select the customer via Other Options → Reports → Customer list.

Finally, add the items to the document lines and select a Payment method.

The Invoice will be created in Soft1, in the Retail module. 

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Make sure that:

  1. you have already included the Invoice Series in the grid of the Workstation (in the Retail module),
  2. the Module field in the Series of the Invoice is set to Sales,
  3. the Behavior field in the Type of the Invoice Series is set to: 131 (Retail receipt), or 181 (Retail Sales Credit Note).

How to manage Returns.

There are three ways to manage the return of an item/items in Soft1 Retail Pro:

1st way: New Retail sales receipt

  1. In a new Retail document, add all the items that will be returned with a negative sign (or select the item and then click on Other options  Returns),
  2. in the same document, add the new items to make the exchange.

Return & exchange in a single document.

2nd way: Retail sales returns receipt

  1. Select the Series that you have set as "Retail sales returns receipt" (Other Options → Change Series),
  2. add the items returned by the Customer with a positive sign,
  3. At this point, you can either:
    1. complete the transaction and refund the Customer, 
    2. issue a Retail sales receipt to add new items, in case of exchange.


Tip!

Make sure that the Behavior field in the Type of the <Retail sales returns receipt> Series is set to "181 - Retail Sales Credit Note", and that the Customer & Inventory transactions both decrease values & quantities. 

Return items with Retail sales returns receipt & exchange items with a New Retail sales receipt.


3rd way: Transfer items from a retail sales doc. to a return doc. 

  1. Select the retail sales document that includes the items to be returned, clicking on Other Options → Reports → Find Document.
  2. Click on  to select the quantity for the item you want to return and transfer to a new return document.
  3. Select the Series of the Return Doc., in the homonymous field.
  4. Click on Accept.
  5. The item will be added to the return document that will appear. Make a payment to complete the return.

Tip!

Make sure that the Behavior field in the Type of the selected return Series is set to "181 - Retail Sales Credit Note", and that the Customer Inventory transactions both decrease values & quantities

How to reverse a retail document.
  • Reversal (concerning documents of the same day)
  1. Click on Reversal (Other options → Reports),
  2. find the document you want to reverse and select it,
  3. click on Accept.

Automatically, a cancellation document will be created, not only in Soft1 but in Soft1 Retail Pro as well. 

Make sure that in Retail sales receipt Series you are using, you have stated its Reversal Series. Then, include the Reversal series in the Workstation as well.

How to make supplier payments.

In order to make Supplier Payments:

  1. click on Other Options → Supplier → Supplier Payment (this operation must be added via S1 Retail Designer, see more on the homonym Tab),
  2. fill in the payment data, i.e. the Series, the Supplier, the Value and optionally a Comment,
  3. click on Accept.


Tip!

Make sure that in the Workstation you have included the Series (in the Suppliers Cash Transactions module) that will be used for recording the payment in Soft1. For more details, check out the Workstations tab.

How to manage Advance Payments.
  • Create an advance payment:
  1. First of all, click on Other Options → Change Series, to select the Series of the Advance payment, the Type of which must have the Behavior “Order”. (The Series that are available for selection, are set at the Workstation. See more on the Workstations tab).
  2. After adding items to the lines, select Payment.
  3. Select a Payment method, e.g. cash, set the amount of Advance Payment in the corresponding field and then click Enter. The Unsettled amount will be automatically updated.
  4. Click on Payment to create the Advance Payment document.

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Advance payments are documents that are usually issued to specific Customers. Select a Customer and click on Advance Payments, to view all the Advance payments that have been registered for the specific customer.

  • Manage advance payments:
  1. In Soft1 Retail Pro, click on Advance Payments to view all the registered ones.
  2. Select the Advance Payment you wish to manage. You will notice that in the Value column the total value of the document is shown, and in the Collection column you can see the amount that has been deposited. (At this point you may also execute the <Remove pending> job).
  3. Click on Accept.
  4. Select Payment. You will notice that the remaining for the pay-off amount is auto-filled, while in the footer of the screen you can see the value of the Advance payment.
  5. Click on Payment to pay off the document. 



How to manage Bonus cards.

Manage Bonus Cards in Soft1 Retail Pro, per category, i.e. the type of redemption that you have set upon configurating bonus cards in Soft1:

  • Bonus card – discount in lines / totals of the document
  1. Call the Bonus Card in Soft1 Retail Pro (either by using the barcode scanner or by directly typing the code of the card in the search area). Then, the header of the document will be automatically updated with the data of the customer who is the bonus card owner.
  2. In case the customer has collected the required loyalty points for a discount, then a discount confirmation message will appear. Click on <Yes> to add the discount on the document.
  3. Click on Payment, to find out that the document's totals have been updated with the value and the rate of the discount.





  • Bonus card – Gift voucher
  1. Call the Bonus Card in Soft1 Retail Pro (either by using the barcode scanner or by directly typing the code of the card in the search area). Then, the header of the document will be automatically updated with the data of the customer who is the bonus card owner.
  2. Click on Payment.
  3. Select the Gift voucher that will be redeemed in this transaction (given that the customer has collected the required loyalty points). You will notice that in case the value of the gift voucher is insufficient for paying-off the document, the amount of money missing will appear e.g. in the Cash field.

Tip!

Check out the customer’s Bonus card points, by clicking on Other options → Customer → Loyalty points.

Select the Customer via the search area and check out the active bonus cards he/she owns.

How to manage Gift Receipts.

In Soft1 Retail Pro, click on Gift Receipts to select for which/how many items you will issue a gift receipt.

Then, click on Add and Accept.

The gift receipt will be automatically printed, given that:

  • you have selected at the Workstation: 1) the Gift Receipt Printout form and 2) the Printer (See more on the Workstations tab)
  • you have properly configured the Retail sales receipt Series, in the Print section.


How to interface Soft1 Retail Pro with weighing systems.

Soft1 Retail Pro interfaces with the following weighing systems: 1) BIZERBA SCALE CS, 2) Scale ICS G SERIES and 3) Magellan 8400 (Datalogic). For more details, click here.

How to interface Soft1 Retail Pro with a Customer display.

Soft1 Retail Pro interfaces with Customer displays. Find out more here

What happens by selecting a custom screen form on Workstations – Parameter groups

At first, in order to use a custom screen form in Soft1 Retail Pro, you have to set it at the Workstation – Parameter group.

In our example, we have selected a Customer custom screen form, in the design of which the field e-mail is marked as <Required>.


As a result of the above, upon creating a New Customer in Soft1 Retail Pro ( Other Options → Customer → New Customer), the <e-mail> field will now be mandatory.


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The fields that appear in Soft1 Retail Pro screens (as the Trading party data of our example), are the ones that you have included in S1 Retail Designer.

How to automatically settle a batch of credit card transactions (Close batch).

In Soft1 Retail Pro, through the Daily Batch Closing job, all the transactions that were made via your credit card machine are settled, and the Batch settlement transaction is automatically executed on your credit card machine.

The job updates in Soft1 all retail and customer collection documents, with transactions that were made with EDPS credit card machines, but either were not matched with a credit card, or they were matched with an unknown card. (Only applies to transactions made with EDPS, as credit cards matching is automatically performed on Cardlink machines.)

To perform the job through Soft1 Retail Pro, follow the steps below:

1. Add the job to the S1 Retail Designer.


Click on the Operations Button, select Daily Batch Closing and drag & drop it to the Operations list (we recommend that you include it in the Cash register section)

2. In Soft1 Retail Pro, go to Other Options → Cash register  → Daily Batch Closing, select the Credit Card Machine for which you will be performing the job and click Accept.

Result :

  • the Batch settlement transaction will automatically take place on your credit card machine,
  • in Soft1, the transactions made with the EDPS card machine that were either not matched with a credit card, or matched with an Unknown card, will be matched with the correct credit card. Specifically, the job will update (at the line level) the Customer collection and Retail documents.


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Credit cards matching is based on the Card Type and the Bank Code, selected on the Credit Card tab.

How to close the Cash register.

Cash register monitoring (opening/closing ) requires that in the Workstation you have activated the Cash register monitoring parameter.

Close Cash register.

At the end of each work shift, given that you have registered a couple of transactions, select Close Cash Register (Other options → Cash register → Close Cash Register). The corresponding operation must be included in the S1 Retail Designer (Operations section). Then, follow the steps below: 

  1. Fill in the quantity of the counted coins, per currency, in the <Cash currency analysis> section. Alternatively, fill in the total counted amount directly in the <Counted> field, in the <Cash Machine analysis> section.
  2. Enter in the <Amount to transfer> field, the amount of money you wish to keep in the till (drawer).
  3. Click on Accept.
  4. Automatically, a confirmation message will appear regarding the counting. (At this point you have 3 attempts to successfully complete the counting before the System is "locked"). If you are positive about the counting, click on <Yes>.
  5. On the pop-up window, fill in the data of Transfer to a cash account. Make sure that the setup of the Type of the Series (Behavior, Transaction) is correct. The job will also create an entry in Soft1.


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This job will update the Close Cash Register entry, which was created in Soft1 upon Opening the cash register. See more on the Example tab.


The Cash currency analysis is defined in Soft1, through Menu → Financials → International Transactions → Currencies

How to issue Z and X reports.

In Soft1 Retail Pro, you can issue Z and X reports. The relevant operations should be included in Soft1 Retail pro via S1 Retail Designer (see more on the homonym Tab).

  • Issue Z or/and X

Click on Other Options → Cash register→ Z or X report, to automatically issue the corresponding reports.

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1. On Z report you can review the collections totals from the last zeroing of cash until that moment. Z reports nullify the corresponding totals.
2. On X report you can review the collections totals from the last zeroing of cash (last Z) until that moment. X reports do not nullify the totals.

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Click here for more information on how to interface Soft1 Retail Pro to Cash registers - Fiscal printers

Find out in the example - flow below, how you can exploit the benefits and advantages of Soft1 Retail Pro during your daily operations, such as Opening the Cash Register, carrying out Transactions and Closing the Cash Register at the end of the day.

Open the Cash register

Enter the starting balance amount in the <Initialize cash register> field, in the pop-up window that will automatically appear by logging in to Soft1 Retail Pro, and then click on Accept

At the same time, a new entry will be created in Soft1, available through Financial Management → Cash Accounts & Bank transactions → Close Cash Register

Register transactions

In our example, we will register two transactions.

  • Α. Retail sales receipt

Creating a Retail sales receipt

  • Add items to the lines of the document, by selecting them from the screen of Soft1 Retail Pro (make sure you have selected a Retail Series).
  • Click on Payment to view all the available payment methods (in our example we selected Cash).
  • Click on Payment to complete the transaction.

Returning items and creating a new Retail sales receipt (exchange)

Let’s suppose that the customer wants to return the above-mentioned items and exchange them for other items.

  • Add in the retail document all the items that are being returned with a negative sign.
  • Add the new items to the lines. You will notice that the Payable value corresponds to the amount that results from adding the value of the new items and the ones that are being returned.
  • Click on Fast Payment to complete the transaction.


  • Β.  Order - Advance payments

Create an Order - Advance payments document 

  • First of all, click on Other Options → Change Series, to select the Series of the Order - Advance payment, and then add items to the lines of the document by selecting them from the screen of Soft1 Retail Pro.
  • Click on Payment, to view all the available payment methods (in our example we selected Credit cards) and enter the amount that the customer deposits.
  • By clicking on Add Card and after the process in the Card machine is complete, the grid will be updated with the credit card data.
  • Click on Payment to create the Advance Payment document. 

Manage the Advance payment

  • Select the Order-Advance payment in Soft1 Retail Pro, by clicking on Advance Payments and then click on Accept.
  • Pay-off the document by clicking on Payment (make sure you have selected a Retail Sales Series).
  • The remaining for the pay-off amount is auto-filled, while in the footer of the screen you can see the Unsettled as well as the Advance payment value.
  • Click on Payment to complete the transaction.

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At the same time, the corresponding entries of the documents that you created in Soft1 Retail Pro, are created in Soft1 as well.


Close the Cash register

At the end of the work shift and in order to Close the Cash register (see more on the Tab Operation (F.A.Q.) → How to close the Cash register.):

  • select Close Cash Register (Other options → Cash register → Close Cash Register)
  • enter the cash currency you counted (bills & coins),
  • enter in the <Amount to transfer> field, the amount of money you wish to keep in the till (drawer).,
  • click on Accept.
  • in the confirmation message that will appear (regarding the counting) and only if you are sure, select Yes,
  • on the pop-up window that will appear, fill in the data of Transfer to a cash account.

This job will update the Close Cash Register entry, which was created in Soft1 upon Opening the cash register.