POS Intake

This article covers the following topics: 

• POS Intake
  • Editing Transactions
• Product Groups
  • Using Product Groups in Point of Sale
  • How do I add a Product Group?
  • How do I edit or Remove a Product Group?
• Double Distribution
  • Backdating Double Distribution
• Pending Transaction Report

POS Intake

Important: When Case Management programs are using the point-of-sale (POS) integration, workers need Inventory permission (and specifically point-of-sale access) to see any point-of-sale case management programs.

POS Intake will not work if your inventory is currently in reconciliation.

1. Click on Point of Sale on the left menu.
2. Search for a client by entering their client ID number.
3. Click on View Recent to see their most recent transactions.
4. Click on a category in the left column to view the items within it.
5. You have the option to upload an image for each item.
6. After selecting an item, a pop-up will appear asking how many units of the item were provided. The system will automatically convert that to “lbs” (or your desired weight) if it has been set up in the inventory system.
7. Click on Add to add it to the Summary list.
8. Once all the items have been selected, they will appear on the Summary list. A subtotal of the weight going out will show at the bottom. Click Checkout to confirm this transaction.
9. A confirmation box will appear asking if you’re sure you want to record this transaction. Click OK.

• The left column will show a summary of the client’s ID number and name.
• Click on View Recent to see their most recent transactions.
• You have the option to upload an image for each item.
• After selecting an item, a pop-up will appear asking how many units of the item were provided. The system will automatically convert that to “lbs” (or your desired weight) if it has been set up in the inventory system.
• Click on Add to add it to the Summary list.
• Once all of the items have been selected, they will show up on the Summary list. A subtotal of the weight going out will show at the bottom. Click on Checkout to confirm this transaction.
• A confirmation box will appear asking if you’re sure you want to record this transaction. Click OK
• Your screen will return back to the beginning for you to enter another client ID number.

Editing Transactions

Removing items from a POS transaction will put them back in Inventory, and this may cause numbers to not match what is expected. It is important to only make these changes in response to an immediate entry error. Due to the fact a new transaction is created for each client with POS it may be difficult to edit right away or know which client had the wrong amount entered until much later. If you need to edit a transaction that is from the past it is recommended to instead complete a product reconciliation, details on this process can be found here.

If you click on View Recent in the top left corner, you will see a list available to edit one of the last 25 transactions.

Product Groups

Product Groups allow you to quickly add multiple products to your cart in the Point of Sale application.

• Name: The name of your product group as it appears in Point of Sale.
• Products: All of the products that are in the group.
• Status: Whether the group is Active or Inactive. Only Active groups can be seen in the Point of Sale application.
• Actions: Buttons to edit or activate/deactivate a Product Group.

Using Product Groups in Point of Sale

1. When in the Point of Sale application, you will see a category named Groups if you have any active Product Groups created.
2. In the Groups category, you will see all of your active Product Groups.
3. When you click on the group you want to add, you will be asked how many of the group you want to add to the cart.
4. When you click on add, each item in the Product Group will be added to the checkout. The quantity of items added is specified when you add or edit the Product Group.

How do I add a Product Group?

1. Click on the Administration heading.
2. Click on Lists.
3. Scroll through the lists in the table or type the name into the search box until you find Product Groups.
4. Click on the Edit pencil icon in the far right column of the table.  
5. Click on the New Option button.
6. In the field marked Product Group, type in the name of your product group. This will be the name as it appears in Point of Sale.
7. In the section marked as Products, you can add products to your group. Select an item in the Item dropdown. Insert how many of that items are in the group in the Item Quantity text field. You can remove a product from the group by clicking on the red trash icon.
8. To add more products to the group, click on the Add An Item button.
9. Click on the Save button to save the Product Group or Cancel to discard.

How do I edit or Remove a Product Group?

1. Click the Administration heading.
2. Click on Lists.
3. Scroll through the lists in the table or type the name into the search box until you find Product Groups. 
4. Click on the Edit pencil icon in the far right column of the table.
5. To find the list item that needs to be edited, scroll through the lists in the table or type the name into the search box.
6. When you have located the list item that needs to be edited, click on the Edit pencil icon in the far right column of the table. 
7. Edit the Product Group name and add/update/remove any products.
8. Click on the Save button to save changes or Cancel to discard the changes. 

Deleting a List Item

1. Click on the Administration heading.
2. Click on Lists.
3. Scroll through the lists in the table or type the name into the search box until you find Product Groups.
4. Click the Edit pencil icon in the far right column of the table.
5. To find the list item that needs to be deleted, scroll through the lists in the table or type the name into the search box.
6. When you have located the list item that needs to be deleted, click on the Delete trash icon in the far right column of the table.

Double Distribution

The Double Distribution feature is available for POS Intake.

When enabled, a checkbox labeled Double Distribution appears beside the visit date. 

If the user clicks on it, records a POS transaction, and saves the visit, a visit for the current date and the same date next month will be recorded in the client’s profile. For example, if a double distribution visit is saved on March 18, 2020, a visit will automatically be recorded in the client’s profile for both March 18 and April 18, 2023. Two POS transactions will also be recorded for those same dates in the inventory system. 

In Inventory, your current inventory list will reflect the double distribution of products given out that day. If you run a Status Report for the current month, it will still only reflect that one distribution was made for that month. 

Backdating Double Distribution

There's also a separate setting that allows a user to backdate double distribution. 

When enabled, a checkbox labeled Backdated Double Distribution appears beside the visit date. 

If the user clicks on it, records a POS transaction, and saves the visit, a visit for the current date and the same date for the previous month will be recorded in the client’s profile. For example, if a double distribution visit is saved on March 18, 2020, a visit will automatically be recorded in the client’s profile for both March 18 and February 18, 2020. Two POS transactions will also be recorded for those same dates in the inventory system. 

In Inventory, your current inventory list will reflect the double distribution of products given out that day. If you run a Status Report for the current, month, it will still only reflect that one distribution was made for that month.

Pending Transaction Report

Users can now generate a report to view all Pending transactions in POS for Inventory through their Case Management application.

What will this feature allow you to do?

This report will allow Networks utilizing inventory to follow up with the agencies on their pending statuses and monitor them from a network level.

How does it work?

We added a new report called Pending transaction report in the client section of inventory. The report will list all pending transactions with the following information:

• Agency
• Client ID
• Created At
• Visit Date
• Created By

This report can be filtered by the organizations under the network and the visit dates. This report is also exportable as PDF and CSV. 

To access this report: 

1. Open Case Management.
2. Select Clients.
3. From the drop-down select Pending Transactions.
4. Enter the dates and organizations you wish to pull the report for.
5. Select Create List.