Basic Tasks

How to make a basic sale

The Point of Sale screen is the default screen that is displayed once you have opened Lexpos Retailer and logged in. To sell an item, scan the bar-code using the bar-code scanner. The item will then appear on the screen. If the customer is paying by cash enter the amount tendered into the command bar and press the cash button. The cash drawer will open and the change due will appear on the screen.

Alternatively, if you have a touch screen, do all of the above and if the customer is paying by cash you have two options. You can enter the amount tendered in the command bar and press the Cash button or you can use the pre-set amount buttons of £5, £10 and £20, press the relevant tendered amount and the cash drawer will open and the change due will appear on the screen.

There is an additional setting in the system settings tab, under sales, where you can force the tendered amount. When this option is selected, you would press the cash button to complete the sale and a pop up box will appear. You then enter the tendered amount and press OK. The relevant change will appear on screen and the cash drawer will open.

How to do a credit card transaction

On the Point Of Sale screen, scan all the item/s and these will then appear on the screen. You will then put the sale through the PDQ machine. After this press either the Card button if you have a keyboard system or press the Card Icon if you have a touch screen system.

How to do a refund

On the Point of Sale screen, press the Refund key if you have a keyboard system or press the Returns icon if you have a touch screen system. Scan the item/s and then select the method of payment the customer used to purchase the item originally.

How to make a sale to a customers account

Click the customer button, select the customer from the list, scan the items and click or press the account button to end the sale.

To learn how to create a new customer click here.

How to do a loyalty card customer sale

Scan all items and then scan the customers loyalty card and proceed with the customers chosen payment method.

How to add a new loyalty card customer onto the database

Select Masters from the main tool bar then click on Customer. You then need to click New. Enter the customers name under Code, their loyalty card number in the Loyalty Card No field. Enter the customers details and then click Save.

For full/detailed instructions on how to create a customer, click here.

How to redeem the points on a customers loyalty card

Select the customer who would wish to redeem their points. Scan any items they would like their points redeemed against or to pay for. Click the redeem Icon and type the amount of points you would like to use. Continue with the sale as normal.

How to change an items retail price

Scan the item, type the new retail price in the command bar and then press or click the Price change icon. A pop up box will then appear asking if ‘You are changing the selling price. Do you want to update the price in stock mast?’ Click yes if you want to change the price permanently or no if you only want to sell it at this price as a one off.

How to deal with an item without a bar-code

You will need to add this item to the stock list. Select Masters from the main tool-bar and then select Stock. Click new, then enter an item description in the description field. Set the retail price, cost price then click Save. Remember to set the VAT code, category, department and supplier in the stock window if you want them to be different to your defaults.

Next follow the “shortcut button guide”, to add the new stock item to your shortcut buttons.

How to deal with an item when the bar-code is not recognised by Lexpos Retailer but should be

Always re-scan the item as the scanner may have read the bar-code incorrectly. If this doesn’t work type the description/brand in the command bar and press enter. This will bring up a list of items under three tabs. The first is your Stock (Items you have scanned in the past), the second is C&D items, the third is derived from wholesaler stock lists. Select the one that fits the item description and retail price. This will then appear on the Point of Sale screen. Click the X Ref icon and then scan your item and press OK.

How to sell items from the dispensary

This is the same as a basic sale.

How to move stock to the dispensary

Click the customer button. Select Disp or Dispensary from the customer list. Scan the items and click or press the account button.

How to switch between the sales screen and the order screen

You can switch between the Sales and Order screen by pressing the Order button located in the top right area of the Point of Sale screen. When you have switched to the Order screen there will be a Sales button located in the top right area of the screen that will take you back to the Point of Sale screen. After you have switched screens be aware that the other will remain open if you do not close it, you can do this by pressing the ‘X’ in the top right hand corner of the screen.

How to place an item on the order pad using an items pip code

Press the Order button or key. Type the PIP code in the command bar. Select the item. Alternatively, you can scan the items barcode.

How to review an Order prior to sending it

Press the Order button or key. You can then select which Order you would like to review under the View Order section.

How to send an Order via a broadband connection

If you have a keyboard system press the ‘Send Order’ key, if you have a touch-screen system press the ‘Send’ button.

The Order Screen explained

When you open the Order Screen you will see the Active order Pad. Choose the suppliers orders you wish to view by highlighting them from the top left hand box.

Active Order Pad This shows you items that have been sold or added to your order pad and not yet ordered.

Saved/Unsent These are items you have placed on the order pad but not sent.

Sent When your order has been sent, it will be stored in the ‘Sent Orders’ section.

The status of sent orders is colour coded. If the line has been accepted by the supplier it will go yellow, any notes the supplier has sent to you with regards to that specific item will be in the last column. If the line has been declined it will go red. The supplier will give you a reason why they have rejected the line. It could be that the item order has been discontinued, it has an invalid PIP code, or they have no stock of the item available. If this happens you can tick the box at the side of these lines and press the copy button. Then, paste these to an alternative suppliers Active Order Pad to try and order from them.

Once the order arrives from the supplier and you are happy you have received all your requested items you can accept the order by inputting the amount your received into the received column and then pressing on the Accept button. Once an order has been accepted, it will be sent to the Orders Closed section.

Closed Order Closed shows you a list of received and cancelled orders.

Reordering Items Automatically and Using Mini & Maxi

Lexpos Retailer gives you two options for reordering sold items. These options are on the Stock screen for each individual item.

One for One Reordering This is the default setting in Lexpos Retailer, you will see on your stock screen that items are automatically ticked to order 1 for 1. This means when you sell an item that item will be automatically added to your active order pad of your preferred supplier.

Maintain Stock Levels When ticking this box you can select the individual items that you want to maintain the stock levels for. These could be items that you sell a lot of or only wish to order in an outer pack. You do this by bringing the item to the stock screen and selecting the Maintain Stock Level button. You will then see 3 boxes appear.

In the first box titled Minimum Stock – Please enter the figure you wish for your stock to not fall below.

In the second box Titled Maximum Stock – Please enter the maximum quantity figure you wish to have in stock at any time.

In the third box titled Order In Multiples Of – Please enter the outer size of the pack you wish to order in. e.g.:- if you wish to order in singles enter “1” and if you wish to order in an outer size enter the pack size.

How to update the C+D database weekly

C & D updates will run automatically in the background of your system, when a C & D update has run a pop up box will appear asking if you would wish to view the changes. If you choose Yes, the changes will appear on the screen. If you choose No, you can go back and view the changes at any point. You do this by pressing Tools, C & D Data, and choosing the relevant date from the list shown on the left hand side of the box.

How to produce new shelf edge labels after the C+D database has been updated

Select Tools from the list across the top of the point of sale screen, then go down to C & D Data, choose the relevant date from the list on the left hand side, then press the button on the bottom of the box which states Print Shelf Edge Labels. This will send all your amended C & D Items to the Shelf Edge Labels page.

How to check the stock levels of various items

On the Point of Sale screen, scan the item. Underneath the blue section of the screen, you should see a section labelled Item. In this there is a field labelled In Stock, this will tell you the stock level of the item.

How to change the stock level of various items

On the Point of Sale screen, scan the item, then either press the Stock Adjust key if you have a keyboard system or press the Stk Adj icon if you have a touch screen system. You can then adjust the stock level of the item.

How to generate and print off various reports

To access the reports select Reports on the main task bar which is situated at the top of the point of sale screen.

How to generate promotions

To create a promotion select Set Up on the main task bar and then promotions. There is 3 Boxes on this page.

Step 1 :- Use the top box titled Select Promotion and press the button located directly under it named New Promotion. This will create a field inside the 1st box called New.

Step 2 :- Now, move to the middle box titled Included Items and press ADD which is situated to the right of the middle box. Now scan the items you wish to add to the promotion. The items will show in the middle box. You have the option to set a QTY for this promotion and to also print a temporary shelf edge label which will come out of the receipt printer by pressing either button to the right hand side. Once you have finished adding the items to the promotion you need to move down to the bottom box.

Step 3 :- The third box is titled Detail, add a description for the promotion in the first field titled Description, e.g BOGOF, 50% off etc. You then need to select the type of promotion:-

Choose any (enter amount) items and get the cheapest item free

Get all items for a set price (then set price)

Get money off (set amount off)

Start date and end date must be completed.

In the bottom left hand side just above the date fields, you will see a box saying Disable Ordering, by ticking this box the items which are on the promotion will not be added to the order pad. This is especially useful if the promotion is being used to clear old stock.

There is also the option to only set the promotion to run on certain days, tick the boxes to the right of the screen for the days you wish the promotion to run.

Press Save.

To remove a previous promotion, highlight the promotion from the top promotion box box then press the Delete button which is immediately under the top box.

Every time you wish to create a new promotion you must remember to press New Promotion as described in Step 1.