Maintain Register Master File (MRM)
Introduction
To add POS Touchscreen registers or change the characteristics and behavior of an existing one, use the menu option PSFMM.MRM - POS Touchscreen registers.
The Cash Register Maintenance screen appears below. A description of each setting follows.
Where Is It Found
The menu option is located in the SLS Sales module, under PS Tasting room and consumer sales, under PSFMM Other file maintenance.
Getting Started - Add or Editing a Register
If you are adding a register, enter its Tasting Room and the new Register ID. Your tasting rooms IDs' should be set up first. If you need to add a new one, follow this Tasting Room Master (TRM) link for instructions on how to set one up.
If you are editing an existing register, enter its Tasting Room ID and Register ID to recall its current settings.
Register Modeling using Recall Feature
It is easier to model an existing register when creating a new register than starting from scratch. To do so...
Recall an existing register for display, then press enter to save its data in memory and clear the display.
Next, enter the new register's Tasting Room and Register ID and press enter to create.
Use F2 Special Functions, then ...
F3 Recall Data to recall the saved settings of the model register into the new register.
Modify the new register's description and save as usual.
Before processing transactions with the new register, contact AMS to complete setup and associate the new register to the appropriate winery Merchant ID.
Register Settings
General
Terminal Number
Every register has a unique three-digit terminal number. Its number identifies it to peripheral hardware attached to your system. The number can be arbitrary as long as it is unique and is a numeric value. A common practice is to assign terminal numbers based on its tasting room and register ids. For example, Tasting Room 1 Register 3 would get Terminal Number 103. Tasting Room 2, Register 1 would get terminal number 201, etc. Of course, this will not work with Tasting Rooms or Registers that are not numeric values. In which case, assign the register a unique numeric value.
Mode
Four register modes determine how a register behaves when processing orders:
O = Order Entry (back office). This is the only mode that does NOT support suspending orders.
R = Register, as in a regular, normal register (with or without cash drawer). This mode supports suspending orders before final payment processing.
T = TAB, as is Open TAB or Table mode. The setting causes the register to function as an open TAB in a restaurant where a transaction is initiated (TAB is opened) and can be suspended and updated indefinitely until closed and tendered for payment. Necessarily, this register mode supports suspending orders before final payment processing. See Open Tab/Table Mode for more information on how this mode functions.
P = Tip Mode. This mode enables pre-authorization of a charge, followed by a post-authorization that optionally includes an amount for tip/gratuity. Necessarily, this register mode supports suspending orders. See Register in Tip Mode for more information on how this mode functions.
Auto Create batches
This Yes/No setting determines whether the register creates orders in groups or "order entry batches," or whether it maintains a cash drawer and needs to be cashed in and out when used.
Back office registers typically auto-create order entry batches. For example, your customer service registers, wine club register, telesales, and internet registers typically function in batch mode.
Tasting room registers with cash drawers do not typically create order entry batches. Transactions are processed and payments processed as they are entered. Consequently, transaction batches are cashed IN and cashed OUT according to your processing environment.
Allow editing of line items
During item entry, clerks can define for each part number its quantity, price, discount, etc. Once entered, however, this setting controls whether or not the clerk can edit and change what was first entered.
If set to No, the entered line item cannot be changed. If corrections are required, the line item must be voided and completely reentered instead.
If set to Yes, the already-entered line item can be selected and changed. This register-level setting overrides clerk-level permissions explained in the Maintain Clerk Master File (MCL) documentation.
After successful payment processing and saving the order, this setting also prevents the register from accessing "order options" and making any changes.
Default browse method
The touchscreen Cash Register (TCH) provides clerks with a way to browse for entered orders. This option determines the default browse method. That is, to scroll orders by an order number, or to scroll orders by the register ID the clerk is logged into.
Allocations check
(unedited original text) Allocations Check- This looks at wholesale or OE allocations to see if the part a clerk is ringing up is allocated to the OE customer on the Tasting Room Transaction Code (TTX) or the OE customer on the Customer Maintenance (Page 2). If the customer that is being rung up by the clerk has an OE number on page 2 of their customer record, this will override the OE customer on the Tasting Room Transaction Code (TTX). The options for the allocations check are to stop, warn or do nothing if allocations are not available for the OE customer.
Show receipt email option
The most common register setting is "Yes, show receipt email option." This option causes the system to display an Email/Print Selection screen from which a receipt can be sent via email, once an order is fully tendered.
If using an existing customer record, the system brings forward any email addresses already on file. If none, the clerk can enter an email address manually instead.
Grows your direct email list
Using this register option will grow your direct email list and enhance maintaining order history. The system saves every email address used to send a receipt into the CRM database. Over time, this will result in the growth of your direct email list. Here's how.
If the email address used does not already exist, the system creates a "partial" customer record, a numbered account containing at least an email address, and attaches the completed order to the new customer record. If clerks enter a first and/or last name, that information is saved as well. The system makes a contact note as a record of the activity. If the email address is used to complete an order online, the system will recognize the partial record and attach the online order to it ensuring a more complete record of the customer's purchase history.
If the email address used to send a receipt already exists in the database, the system will automatically attach the completed order to that CRM customer record. This is especially helpful when clerks use generic or default customer records to ring up transactions for customers that already exist in the CRM database. The system can maintain a more thorough and complete record of the customer's purchase history.
Print "On Account" Receipt
This Yes/No option controls whether or not the register gives the clerk the option of printing receipts for transactions tendered "On Account." This is a seldom-used feature and is reserved for CRM customers that are set up in advance with an OE A/R Order Entry Accounts Receivable account number. OE A/R information is defined on Page 2 of the MCM Tasting Room Customer Maintenance Screen as shown below.
Remind Clerk of Register's Identity in CRM and ORM
This register setting controls whether or not to alert or remind the clerk of their register's identity when used to add or edit orders. Why? Each register identifies with a Merchant ID Code. It defines the account where transactions processed by the register will post.
For wineries having only a single Merchant ID, this register option is best set to "N, No, don't display alert."
For wineries having multiple Merchant IDs, use register option 1 or 2.
Why is this important?
This setting may or may not be of value to you. For example, if transactions for a winery's Retail, Wine Club, and eCommerce businesses identify with different merchant ID Codes, this register setting will cause the system to display a screen, reminding the clerk of the register they are using to process transactions. This is of value if you want to remind clerks to use a register that has the same merchant ID code when making additions or corrections to process orders. For example, a wine club order rung under the $ Register, and the wine club's merchant ID should be modified or credited with another register having the wine club's merchant ID. Doing so ensures all debits and credits occur in the same merchant account. Not doing so will result in transaction amounts posting across multiple merchant accounts.
Codes
Touchscreen button code
This code tells the system what Touchscreen Button Programming (Button Spreadsheet) to load when the register is used.
Default trans type/cat (opt)
This optional code pair tells the system what is the register's default TRT and TTC together referred to as the TTX code.
When initiating transactions, a default TTX code makes it unnecessary for clerks to have to choose one manually. For example, tasting room registers are typically set up with a default TTX code like SA TR meaning a "Carry sale from the Tasting Room" because that is the most common transaction type and category for the tasting room. In contrast, back-office and customer service registers are typically set up with a TTX code like SH WC or SH TS meaning a "Ship Sale from the Wine Club" or "Ship Sale from Telesales" because SHIP transactions are the most common transaction type used. See Cash Register (TCH) for more information.