POINT OF SALE FOR TEAMS

ONLINE SOLUTION FOR STORE SALES

S# FUNCTIONS/ DETAILS/ INSTRUCTIONS
   
0. INTRODUCTION
   
  POS.TEAM is developed, owned and distributed by ONE-PPM. It is a simple, user-friendly, absolutely free, online, multi-level access, and multi-user "Point of Sale" web based "Application". It is designed in such a way that it can be easily accessed from and seamlessly operated with desktops, laptops, smartphones and tablets. This means you can manage your business, carry out purchases and sales, and see live uptodate information about sales and purchases with an internet connection from where ever you are. An internet connection is necessary to use POS.TEAM.

When you register, you become the "Administrator" of your "Company" on POS.TEAM, and you can create a team of as many "Users" within your organisation as you like. Users can be given restricted access according to their functions in the company such as Administrators, Sellers and Purchasers.

When you login, you can see information related to your access level only which is granted to you by an Administrator. Click here to see the Legal Information and Privacy Policy.

Click here to see the preferred way to use POS.TEAM. You can also click here for Frequently asked questions.

Click here to see how to post an icon on your desktop, android phone or an apple device.

While the Application is totally free to use with all its complete and necessary functions, some value-added services can be provided for a minimal fee if needed, such as;

1. SSL (Secure Sockets Layer)
2. Routine Backups on our Servers
3. SMS Login authentication
4. Remote Installation on your Network (LAN)
5. Bundled executable package on CD/ Flash memory
6. Customizations to suit your specific needs

The Application provides tools to export information so that you can create your own Backups or generate Reports as you like. Since the application is free, no payment/ subscription tool is provided. Email us at one@one-ppm.com for more information.
   
1. MANAGEMENT & ADMINISTRATION
   
1.A. Registration
  To use POS.TEAM, a "responsible member" of your "company" or the "owner/proprietor" has to register and provide necessary information. The Owner gets the access levels/ rights of an Administrator by default. The information necessary for registration is as follows;
 
First Name Preferably the name of the Proprietor/ Owner, as this name can not be changed afterwards.
Second Name Preferably the name of the Proprietor/ owner, as this name can not be changed afterwards.
Email Address Preferably the email of the Proprietor/ Owner, as this address can not be changed afterwards.
Company Name Legal Business name, as this name can not be changed afterwards.
Currency of Business Preferably the name of valid currency, as this can not be changed afterwards.
Password Provide a strong Password. Passwords can be changed after registration process is completed.
   
1.B. Login
  All users must login before using POS.TEAM. Email address and password are required. After successful login, the main menu screen appears. Users can click on the link "Forgot Password" in case they can not remember their password. The Application will send the password to the users email address, after users provide their email address.
   
1.C. Company Profile
  Click on HOME on the top menu > Click on the link for Company Profile, and see information about your company. The Company Profile is divided in three sections/ columns.
   
1.C.1. Organisational Information
  The following details about your organisation are shown;
 
Company Name This is the legal business name you provided during registration. It can not be edited.
Company Currency This is the currency you provided during registration. It can not be edited.
Administrator/ Proprietor This is the name you provided during registration. It can not be edited.
Company Logo You can provide your Company Logo here which will show on top of invoices you give to your customers. Only Administrators can change the Logo whenever they like.
Company Logo You can provide your Business Slogan or Motto here which will show on top of invoices you give to your customers. Only Administrators can change the Motto whenever they like.
Company Address You can provide your Business address here which will show on top of invoices you give to your customers. Only Administrators can change the address whenever they like.
Phone/ Fax You can provide your Business Phone Number and Fax Number here which will show on top of invoices you give to your customers. Only Administrators can change these numbers whenever they like.
Email Address This is your Email Address associated with your account and with your access level. It can not be changed by Sellers or Purchasers. Only Administrators can change the email address of Administrators, Sellers and Purchasers from the Team Creation menu, provided the new email address is not already in use. The Proprietor/ Owner can not change his email address.
   
1.C.2. Member Information
  The following details about your team members are shown;
 
Admins Number of Active Administrators & Number of inActive (Archived) Administrators
Only Administrators can click on the Lock icon to see more information OR make any changes.
Purchase Team Number of Active Purchasers & Number of inActive (Archived) Purchasers
Only Administrators can click on the Lock icon to see more information OR make any changes.
Sales Team Number of Active Sellers/ Salespersons & Number of inActive (Archived) Sellers/ Salespersons
Only Administrators can click on the Lock icon to see more information OR make any changes.
   
1.C.3. Business Information
  The following details about your business environment are shown;
 
Listed Customers Shows the Number of Customers you have created in the Application and which are active.
All users can click on the Lock icon to see more information OR make any changes.
Listed Vendors Shows the Number of Vendors/ Suppliers you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Categories/ Sub-Categories Shows the Number of Categories and Sub-categories you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Manufacturers Shows the Number of Manufacturers you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Item Types Shows the Number of Types of Items you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Packaging Types Shows the number of Packaging Types/ units you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Purchase Taxes Shows the number of Purchase Taxes you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Listed Sales Taxes Shows the number of Sales Taxes you have created in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Purchase Entries Shows the number of Purchase Entries you have made in the Application and which are active.
Purchasers and Administrators can click on the Lock icon to see more information OR make any changes.
Sellable Items Shows the number of Item Types which are available for Sale.
Sellers and Administrators can click on the Lock icon to see more information OR make any Sales.
Sale Entries Shows the number of Sale Entries you have made in the Application and which are invoiced.
Sellers and Administrators can click on the Lock icon to see more information.
   
1.D Team Members
  Click on HOME on the top menu > Click on the link for Team Members and see information related to Active and inActive members in your Team. Only Administrators can view and add team members to the Application with the following information;
 
Member First Name Provide the First Name of the new member to be added to the Application.
Member Last Name Provide the Last Name of the new member to be added to the Application.
Member Email Address Provide the Email Address of the new member to be added to the Application. An Email address can not be repeated on the Application.
Member Phone Number Provide the Phone Number of the new member to be added to the Application.
Access Level Select the Access Level for the new member. Options to choose from are Admin, Purchases and Sales.
Temporary Access code Create a temporary password for the new member, which the new members should be encouraged to change after their first login.
   
1.D.1 Change Password
  Click on HOME on the top menu > Click on the link for Team Members. Purchasers and Sellers can view the team members and also provide old password and the new password to change their passwords.
   
1.E. Manufacturers
  Click on HOME on the top menu > Click on the link for Manufacturers. You can also see manufacturers by clicking on OPTIONS on the top menu and selecting the sub-menu for MANUFACTURERS. Administrators and Purchasers can add, edit, delete, archive and unarchive manufacturer names. You can click on the table headers to sort the list by Manufacturer's name or Date of creation.

When a Manufacturer Name is archived it will NOT show in future in the drop-down list of Manufacturers while creating items or making purchases, but Manufacturer's name and related items will still show in the list of created items, or list of purchases made, or list of sellable items.

It is not recommended to delete a Manufacturer's name. It is advisable to Archive if a Manufacturer is not needed. A Manufacturer's name can not be deleted if an item associated with the Manufacturer has already been generated in the system.
   
1.F. Vendors
  Click on HOME on the top menu > Click on the link for Vendors in Management Column. You can also see Vendors by clicking on OPTIONS on the top menu and selecting the submenu for VENDORS. Administrators and Purchasers can add, edit, delete, archive and unarchive Vendor's names.

When a Vendor's Name is archived it will NOT show in future in the drop-down list of Vendors while creating items or making purchases, but Vendor's name and related items will still show in the list of created items, or list of purchases made, or list of sellable items.

It is not recommended to delete a Vendor's name. It is advisable to Archive if a Vendor is not needed. A Vendor's name can not be deleted if an item associated with the Vendor has already been purchased or sold.
   
1.E Taxes
  Taxes are applied to Purchases or Sales. Click on HOME on the top menu > Click on the link for Taxes in Management Column. You can also see Taxes by clicking on OPTIONS on the top menu and selecting the submenu for TAXES. Administrators can add, edit, delete, archive and unarchive Tax types.

The Taxes tool may also be used to define and apply delivery costs, toll taxes and other levies etc.
   
   
2. PURCHASES
   
2.A Categories
  Inventory or Store Items can be classified in to Categories and Sub-Categories. Click on HOME on the top menu > Click on the link for Categories. You can also see Categories by clicking on OPTIONS on the top menu and selecting the submenu for CATEGORIES. Administrators and Purchasers can add, edit, delete, archive and unarchive Category names.

When a Category Name is archived/ hidden it will NOT show in the future in the drop-down list of Categories while creating items, but the Category Name and related items will still show in the list of already created items, or list of purchases already made, or list of sellable items.

It is not recommended to delete a Category. It is advisable to Archive if a Category is not needed. A Category name can not be deleted if an item associated with the Category has already been created. If a Category is deleted its Sub-Category will also be deleted but only if no items have been created for this Category.

Provide a unique Category Name and a Brief Description while creating Categories. Users can add pictures of Categories. Users can also click on "Ideas" to download examples of pictures.
   
2.B Sub-Categories
  Inventory or Store Items can be classified in to Categories and Sub-Categories. Click on HOME on the top menu > Click on the link for Sub-Categories. You can also see Sub-Categories by clicking on OPTIONS on the top menu and selecting the submenu for SUB-CATEGORIES. Administrators and Purchasers can add, edit, delete, archive and unarchive Sub-Category names.

When a Sub-Category Name is archived it will NOT show in the future in the drop-down list of Sub-Categories while creating items, but the Sub-Category Name and related items will still show in the list of already created items, or list of purchases already made, or list of sellable items. A Sub-Category can not be made Active if its associated Category is inActive.

It is not recommended to delete a Sub-Category. It is advisable to Archive if a Sub-Category is not needed. A Sub-Category name can not be deleted if an item associated with the Sub-Category has already been created.

Select a Category Name under which a Sub-Category is to be created. Provide a unique Sub-Category and a Brief Description while creating Sub-Categories. Users can add pictures of Sub-Categories. Users can also click on "Ideas" to download examples of pictures.
   
2.C Packaging
  Items are purchased and sold in various kinds of packagings. Click on HOME on the top menu > Click on the link for "Packaging" in Purchases Column. You can also see Packagings by clicking on OPTIONS on the top menu and selecting the submenu for UNITS & PACKAGING. Administrators can add, edit, delete, archive and unarchive types of Packaging.
   
  Select the primary packaging from the list of most common types of packagings. There are various ways to describe the contents of a primary packaging, as given below;
   
  If the primary packaging does not contain a set of items, (e.g. a single bottle of shampoo of 333 milliliters), then select "Bottle" from the first field, type the volume "333" in the second field, and then select "Millileters" from the third field. The unit/Package will show as "Bottle * 333 Milliliters"
   
  If the primary packaging contains a set of items, (e.g. a box of 12 bottles of shampoo of 333 milliliters each), then select "Box" from the first field, type the number "12" in the second field, then select "Bottle" from the third field, then type "333" in the fourth field, and then select "Milliliters" from the fifth field. The unit/ Package will show as "Box * 12 Bottle * 333 Milliliters"

Please contact POS.TEAM if you require more options for packaging to be included in the dropdown lists.
   
2.D Items
  Stores purchase and sell various items. It is important to pre-define items before they are purchased or sold. Pre-defining items helps in streamlining records of a type of item, especially while maintaining large inventories, viewing ananlysis and making business decisions.

Click on HOME on the top menu > Click on the link for "Items" in Purchases Column. You can also see Items by clicking on OPTIONS on the top menu and selecting the submenu for ITEMS. Administrators can add, edit, delete, archive and unarchive items. Items can be added as follows;

1. Select the Category and related Sub-Category the item falls in.
2. Select the Name of the Manufacturer.
3. Enter the Model Number of the Item.
4. Enter Model specific Description of the Item.
5. Select Units/ Packaging.
6. Click on Applicable Sales Taxes.
7. Provide More/ Optional Details.
8. Select a picture of the Item.
   
2.E Purchase/ Buy
  Purchasing is an important function of all businesses and providing all necessary information about the purchase is vital to making profitable sales.

Click on HOME on the top menu > Click on the link for "Purchase" in Purchases Column. You can also see Purchases by clicking on BUY on the top menu. Administrators and Purchasers can add, edit, delete, archive and unarchive items. Purchases can be completed as follows;

1. Select the name of the Vendor from which the item is being purchased.
2. Select the Name of the Manufacturer.
3. Select from the list of pre-defined items which are associated with the selected manufacturer. Items will show with their units.
4. Enter cost/ unit.
5. Click on Applicable Purchase Taxes.
6. Enter the Quantity being purchased.
7. Enter the Minimum Sales Margin as a % (e.g. 5)
8. Enter the Maximum Sales Margin as a % (e.g. 15)
9. Provide a Unique Serial Number if the item is Unique, like a TV or a CAR. Enter 0 if none exists.
10. Provide Information about SCAN codes as Scan Code 1 and if necessary also as Scan Code 2. Enter 0 if none exist.
   
   
  


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