Maintain Register Master File (MRM)

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Last updated: Dec 15, 2021 by Ernie VeniegasVersion comment

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.  




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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. 
  1. Use F2 Special Functions, then ...
  2. 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.

Default contra trans type/cat (opt)

(Adeptus Astartes - help here)

Sales Channel Code

(copy needed - none in original docsite)


Timeouts

Force clerk validation

This setting determines whether clerks are logged out after completing a transaction requiring clerks to log in before each transaction.  Best practices are to set this to "Y=Yes, Force the clerk to log in."  This practice prevents clerks from using each other's Clerk IDs to process transactions and is especially valuable to prevent fraud when clerk IDs are not also password protected. 


Inactivity Timeout

This optional setting determines the number of seconds (or minutes) after which interval, the register will time out (meaning what?) if there is no clerk activity. A value of zero (0) means "Never time out."

Order review timeout seconds

Upon completion of a successful transaction, the system displays the completed order for review in detail mode.  This setting tells the system how long to display the review screen before returning to the Clerk login or Item entry screen.  A value of zero (0) means "Do not timeout the order review."  When set to zero, the clerk will need to dismiss the review screen manually. 

Suppress pending will-call message

This Yes/No setting determines whether the register displays a reminder to the Clerk when they recall a CRM customer record and the system determines that they have unclaimed will-call pickup orders on file. 

  • In the tasting room, clerks find this reminder helpful when a customer visits the winery and is unaware that one or many unclaimed club shipments await their pick up. 
  • In the back office, clerks find this reminder helpful when preparing ship orders that might be consolidated with an unclaimed will call order.  
  • At the gift shop or snack counter, clerks may find this helpful so they can remind the customer they have unclaimed will calls and to go to the tasting room to pick them up.
  • Another user may find this reminder a bother and completely annoying since there is nothing they can do to facilitate the pickup, and are constantly having to enter past the prompt. 

Skip tip assignment

This setting is only applicable for registers in Tip or Open TAB/Table mode.  By default, after successful payment processing and post-authorization, the touchscreen displays a Tip Assignment screen if the clerk entered a tip amount on the credit card tender.  This setting causes the system to skip the assignment process and instead, assign the tip to the clerk ID who processed the transaction.  The setting you choose depends on your operating environment. 

  • If the original clerk is always the recipient of any tip collected, choose "Y=Yes, skip tip assignment and default to the original clerk ID."  This is valuable for example if you're using mobile registers and the host walking around with the unit is always the clerk who earned the tip.
  • If your organization uses a cashier to ring orders, choose "N=No, require assignment of a tip clerk."
  • If your organization pools tips, that is, splits total amounts collected between various clerks and support staff working that day, choose "N=No, require assignment of a tips clerk" so those clerks can be assigned to the tips collected.

Credit Cards

CC verify mode

(Adeptus Astartes - help here.)

CID/CVV2 prompt,  at amount (optional)

This "P" and Y/N (Yes/No) setting determines whether the register prompts for entry of a CID/CVV2 code during payment processing.  This register behavior can be further modified by specifying a minimum dollar amount over which the prompt occurs.

  • If using Option "P" - the system will prompt at any amount. The system prefills the "at amt" field with a high value (i.e., 9999)
  • If using Option "Y" - the system will prompt at the amount you specify in the "at amt" field (which appears to be optional because the UI does not ask for a value?)
  • If using Option "N" - the system will not prompt.

For example, the image below illustrates that the system should prompt for a CID/CVV2 code at amounts of $500 and greater.

Ask for cust CC update

The CC Update option is only valid when the Bill-To customer of your transaction is an existing CRM customer record.  Page 2 of the customer record contains a customer's preferred payment method. When that method is a credit card, and the transaction the clerk just processed used a credit card number that is different from what's on file, the system will display a prompt asking whether or not to update what's on file with what was just used?

   

(image of prompt would be nice here)

Use signature capture

Only mobile tablet registers use this option.  Choosing "Y=Yes, Use signature capture" will cause the system to display a screen onto which the customer can "sign" electronically.  You would not want to use the option with registers that do not have electronic signature capturing capabilities.

Peripherals

Cash drawer

A hardware configuration setting.  It determines whether or not your register maintains a cash drawer and if so, how it's connected.

Display pole

A hardware configuration setting.  It determines whether or not your register is connected to a display pole whereupon the system will display register messages.

Printer type

A hardware configuration setting.  Please contact the Helpdesk for assistance. 

Paper type

A hardware configuration setting.  Please contact the Helpdesk for assistance. 

Document Options

Put comments on Packing Documents, Invoice Documents, Extract Files

These settings determine whether or not the processed transaction by this register will print comments on fulfillment output documents: the packing document, the invoice document, and the extracted file.  Best practices are to set all of these options to "Y=Yes."  Why not? Choosing "N=No" means that when you print packing documents or invoices, the comment lines entered in the item entry screen will not appear.  While this is a good feature to know about, including or excluding comments will depend on your operating practices.  Comments are intended for communication. Whether or not you use them to communicate internally or externally is beyond the scope of this documentation.

Put prices on Packing Documents, Invoice Documents, Extract Files

Similarly, these settings determine whether or not the processed transaction by this register will print prices on fulfillment output documents: the packing document, the invoice document, and the extracted file.  Best practices are to set all of these options to "G=Print unless the order is a gift."   Otherwise, prices are valuable on invoices, for certain. But you wouldn't want a gift recipient to know the value of a gift?

At the same time, some uses prefer that Packing Documents NOT include prices. This would hide the value of a shipment to a 3rd party fulfillment house staffer who might be tempted to pinch or somehow lose that $2000 bottle of wine? Quel dommage.