GSS SA UserGuide Cashiers 6.0

User Guide
Cashiers
User Guide
User Guide for Cashiers
V3.0 June 2012
Training & Facilitation Techniques - Disclaimer

These materials have been prepared purely for Shell internal training purposes.
They are confidential and should not be disclosed to any other entity or individual.
They are not intended as a comprehensive guide.
Shell accepts no liability towards any other party who uses them.
User Guide
Cashiers
Icons
The following icons are used in this user guide to highlight specific types of information.
Note to Reader
Additional information that is useful to assist the readers understanding.
Hint
Used to highlight useful information for the reader and alternative processes
for completing tasks.
Page 2 of 178
User Guide
Cashiers
Contents
1.0 Introduction to the Point of Sale (POS) ................................................ 7
1.1 What is a POS? ...................................................................................................8
1.2 The POS and its Components ................................................................................8
2.0 Navigating Around the POS Screen .................................................. 10
2.1 The Main POS Screen .........................................................................................11
2.2 Balance and Emergency Stop Area .....................................................................12
2.3 Cashier Status Area ...........................................................................................13
2.4 The Keypad .......................................................................................................14
2.5 Functions Buttons Area .......................................................................................15
2.6 Pump Status Area ..............................................................................................16
2.7 Transactions and Messages Area........................................................................17
2.8 Transaction Buttons on the Main POS Screen .......................................................18
2.9 The Card Payment buttons .................................................................................21
2.10 The Fuelpoint Window .....................................................................................22
2.11 The Pump Control Window...............................................................................23
2.12 The More Functions Window ............................................................................25
2.13 The More Methods of Payment (MOPs) Window ................................................27
2.14 The Article Keys Window .................................................................................31
3.0 Managing Shifts on the POS ............................................................. 33
3.1 Signing onto a Shift ...........................................................................................34
3.2 Entering a Float .................................................................................................38
3.3 Pausing a Shift ..................................................................................................39
3.4 Resuming a Shift ................................................................................................41
3.5 Shift Close Process .............................................................................................41
3.5.1 Signing off a Shift ........................................................................................42
3.5.2 End of Shift Cash Declaration .......................................................................44
3.6 Introduction to Accounting End of Day ................................................................46
4.0 Cash Management ........................................................................... 50
Page 3 of 178
User Guide
Cashiers
4.1 Introduction to Cash Management ......................................................................51
4.2 Pay In ...............................................................................................................51
4.2.1 Reasons for a Pay In ....................................................................................52
4.2.2 How to Do a Pay In ......................................................................................53
4.3 Pay Out ............................................................................................................54
4.3.1 Reasons for a Pay Out..................................................................................55
4.3.2 How to Do a Pay Out ...................................................................................56
4.4 Safe Drop..........................................................................................................57
4.4.1 When to Do a Safe Drop ..............................................................................58
4.4.2 How to Do a Safe Drop ................................................................................59
5.0 Fuel and Forecourt Management ...................................................... 63
5.1 The Fuelpoint Buttons .........................................................................................64
5.2 Showing all Fuelpoints or Showing a Set of Fuelpoints .........................................65
5.3 Reviewing the Fuelpoint Status ...........................................................................66
5.4 Starting the Forecourt ........................................................................................71
5.5 Selecting and Manually Releasing a Pump ..........................................................73
5.6 Tagging Mode ...................................................................................................74
5.7 Showing the Running Counter ............................................................................74
5.8 Stopping a Single Pump .....................................................................................76
5.9 Stopping a Filling after an ATG Alarm ................................................................78
5.10 Suspending a Filling ........................................................................................79
5.11 Resuming a Filling ...........................................................................................80
5.12 Doing an Emergency Stop ................................................................................81
5.12.1 During the Emergency Stop ........................................................................84
5.12.2 Reactivating the Pumps after an Emergency Stop ..........................................84
5.13 Fuel Price Change Reminders ...........................................................................86
5.13.1 The Fuel Price Change Messages.................................................................87
5.14 Printing the Forecourt .......................................................................................88
5.14.1 Printing the Tank Gauge Report ..................................................................88
Page 4 of 178
User Guide
Cashiers
5.14.2 Printing Fuel Prices .....................................................................................90
6.0 Selling Convenience Retail ................................................................ 92
6.1 Introduction to Shop Items ..................................................................................93
6.2 Entering an Item into the POS .............................................................................93
6.2.1 Scanning an Items Barcode..........................................................................94
6.2.2 Selecting an Items Article Key ......................................................................95
6.2.3 Using the Keypad ........................................................................................97
6.3 Entering Quantities of Items................................................................................99
6.4 Removing Items from the POS ..........................................................................100
6.5 Processing up to Three Sales at the Same Time ..................................................101
6.6 Checking the Price of an Item ...........................................................................102
6.7 Selling Promotional Items .................................................................................106
6.8 Selling a Bottle Deposit Item .............................................................................108
6.8.1 Selling a Bottle Deposit ...............................................................................109
6.8.2 How to Return a Bottle Deposit ....................................................................110
7.0 Payments ....................................................................................... 112
7.1 The Cashiers Role in Processing Payments ........................................................113
7.2 Methods of Payment Accepted on the POS ........................................................113
7.3 How to Process Fuel and Shop Items .................................................................114
7.4 Outdoor Payments ...........................................................................................114
7.4.1 How to Process an Outdoor Cash Transaction ..............................................114
7.4.2 How to Process an Outdoor Card Transaction ..............................................118
7.4.3 How to Process a Local Account Card Transaction ........................................121
7.5 Indoor Payments .............................................................................................124
7.5.1 How to Process an Indoor Card Transaction .................................................124
7.5.2 How to Process a Split Payment...................................................................127
7.5.3 How to Add Two Fuel Sales to a Single Transaction ......................................133
7.5.4 How to Process Crossover Fuel Corrections ..................................................136
7.5.5 How to Assign a Transaction to a Letter of Intent ...........................................140
Page 5 of 178
User Guide
Cashiers
7.5.6 How to Process a Drive Off .........................................................................142
7.5.7 How to Process a Drive Off when a Customer Returns to Pay .........................145
7.5.8 How to Process a Voucher ..........................................................................147
7.6 How to Reprint a Receipt ..................................................................................149
7.6.1 Reprinting the Last Receipt ..........................................................................149
7.6.2 Reprinting a Receipt from a Previous Transaction ..........................................150
8.0 Screen Messages ............................................................................ 151
8.1 Introduction to Screen Messages .......................................................................152
8.2 Information Messages ......................................................................................153
8.3 Error Messages ................................................................................................159
9.0 Maintenance .................................................................................. 161
9.1 POS Maintenance ............................................................................................162
9.1.1 The POS Beetle ..........................................................................................162
9.1.2 Cleaning the POS Beetle .............................................................................163
9.1.3 The Touch Screen .......................................................................................163
9.1.4 The Receipt Printer .....................................................................................164
9.1.5 The Customer Display.................................................................................169
10.0 Further Support ............................................................................ 170
10.1 Technical Support ..........................................................................................171
10.2 Power Protection ...........................................................................................171
11.0 Glossary ...................................................................................... 174
11.1 Abbreviations ................................................................................................175
11.2 Common Terms .............................................................................................175
Page 6 of 178
User Guide
Cashiers
1.0 Introduction to the Point of Sale

(POS)
Page 7 of 178
User Guide
Cashiers
This section of the user guide provides an introduction to the POS and its components. It
explains the functions of the different components of the POS.
1.1 What is a POS?

A POS is the Point of Sale till system used by Cashiers at a retail site. The POS is found
inside the shop and is used to control the pumps on the forecourt and to process transactions
involving fuel and shop items. It is also used by the Site Manager or Retailer to do
management tasks.
1.2 The POS and its Components

The following image shows the POS with its main components labeled.
Page 8 of 178
User Guide
Cashiers
Label
Component
POS touch
screen
POS Beetle
Cash Drawer
Receipt Printer
Customer
Display
Barcode
Scanner
UPS
Description
The POS touch screen is the component of the
POS which the Cashier uses to process
transactions and to control the pumps on the
forecourt.
The POS Beetle is the computer that runs the
POS system.
The Cash Drawer is the component of the POS
that stores the cash taken during transactions.
The Receipt Printer is the component of the POS
that prints sales receipts for Customers.
The Customer Display is the component of the
POS that displays welcome messages and sales
amounts.
The Barcode Scanner is the component of the
POS that the Cashiers use to scan a shop items
barcode.
The UPS device is the electrical power
protection and surge protection unit for every
POS.
Page 9 of 178
User Guide
Cashiers
2.0 Navigating Around the POS

Screen
Page 10 of 178
User Guide
Cashiers
This section of the user guide provides an introduction to the main areas and windows on
the POS screen. It also introduces the main buttons that will be used by the Cashiers in
managing transactions at the retail site.
2.1 The Main POS Screen
The image above shows what the POS screen looks like when the POS is first turned on.
The Main POS screen is divided into different areas. Each of these main areas is described
in the following sections.
Page 11 of 178
User Guide
Cashiers
2.2 Balance and Emergency Stop Area
The Balance and Emergency Stop area is on the top left of the Main POS screen. The
balance of the current sale is automatically shown in this area.
The Cashier can stop all the pumps on the forecourt in an emergency by selecting the
Emergency STOP button. See section 5.11 for information on doing an Emergency Stop.
Page 12 of 178
User Guide
Cashiers
2.3 Cashier Status Area
The Cashier Status area is on the top right of the Main POS screen. It shows the name of the
Cashier on shift and the date.
The icons show whether the Cashier is signed on to the POS or is on a break.
The Signed On icon shows that a Cashier is signed on to the POS. See section 3.1 for
information on signing onto a shift on the POS.
The Break icon indicates that a Cashier is signed on to the POS but is on a break. See
section 3.3-3.4 for information on taking a break at the POS.
Page 13 of 178
User Guide
Cashiers
2.4 The Keypad
The Keypad is on the right of the Main POS screen. It allows the Cashier to enter numbers in
to the POS. After selecting the Keyboard button there also is the option to enter letters
instead.
Page 14 of 178
User Guide
Cashiers
2.5 Functions Buttons Area
The Functions Buttons area is to the right of the Transactions and Messages area. The
Cashier can select these buttons to open new windows on the POS.
For example, the Cashier should select the More MOPs button to open the More MOPs
window. In this new window they will be able to select the method of payment for a
transaction. See sections 2.11-2.13 for more information.
Page 15 of 178
User Guide
Cashiers
2.6 Pump Status Area
The Pump Status area is underneath the Transactions and Messages area. It contains the
Fuelpoint buttons.
Each Fuelpoint button is linked to a filling position. During a filling, the buttons show
information such as the volume, value and grade of fuel that is being dispensed. For more
information on the status of Fuelpoint buttons, refer to section 5.1.
Page 16 of 178
User Guide
Cashiers
2.7 Transactions and Messages Area
The Transactions and Messages area shows current transactions. Each item in a transaction
is listed, along with its price and the quantity needed.
The Cashier can process up to three separate transactions at the same time. The
Cashier can switch between transactions by selecting tabs No. 1, No. 2, No.
3 at the top of the Transactions and Messages area.
Page 17 of 178
User Guide
Cashiers
2.8 Transaction Buttons on the Main POS Screen
The Transaction buttons on the Main POS screen are used to process Customer transactions.
Page 18 of 178
User Guide
Cashiers
Image
Description
The Quantity button is used by the Cashier to select more than one item to
sell.
The Item button is used to enter an items barcode.
The Void Line button is used by the Retailer/Site Manager to cancel a

single line in a transaction.
The Yes Repeat button is used to confirm an entry or to repeat the entry of
an item into the Transactions and Messages area.
The No button is used to respond to screen messages. The Cashier can

also select this button to go back if they select an incorrect button.
The Total button is used to add up the value of a transaction.
The C button is used to cancel the latest data entry made and to clear error
messages.
The Cash button is used to process a cash transaction

The Card button is used when a Cashier needs to assign a card
transaction to a method of payment. When this button is selected, the
FlexiLane, Card Terminals and Local Account Card buttons are shown.
Page 19 of 178
User Guide
Cashiers
Image
Description
The Price Override button allows the Site Manager/Retailer to override the
price of an item.
The Price Query button allows the Cashier to find a price of an item without
scanning the barcode.
The Reprint Till Receipt button allows the Cashier to reprint a receipt.
The Num button opens the Keypad and leads to the Keyboard button.
Page 20 of 178
User Guide
Cashiers
2.9 The Card Payment buttons

The following method of payments buttons are shown after the Card button is selected on the
Main POS screen.
Button
Description
The FlexiLane button is used if the Customer paid with card on a
FlexiLane payment terminal.
The Card Terminals button is used if the Customer paid with card on a
standalone card payment terminal.
The Local Account Card button is used if the Customer paid from a Local
Account regardless if via card or in paper-based solution.
Page 21 of 178
User Guide
Cashiers
2.10 The Fuelpoint Window
The Fuelpoint window is shown when a Fuelpoint button is selected from the Main POS
screen. The buttons in the Fuelpoint window allow the Cashier to control the pumps from the
POS. For more information on using the Fuelpoint buttons, see section 5.
Page 22 of 178
User Guide
Cashiers
Button
Description
The Suspend button allows the Cashier to suspend filling at the pump.
The Stop Filling button allows the Cashier to stop filling at the pump.
The Fuelling button shows information about the volume, value and
grade of fuel that has been dispensed from a pump.
2.11 The Pump Control Window
The Pump Control window is shown when the Pump Control button is selected from the Main
POS screen.
Page 23 of 178
User Guide
Cashiers
The Pump Control button allows the Cashier to control the forecourt from the POS. For more
information on controlling the forecourt, refer to section 5.
Image
Description
The Start Forecourt button is only used on non-24-hour sites by the first
Cashier of the day at the beginning of their shift to start the forecourt. It is
also required after the event of an emergency stop. This will allow
Attendants to start filling up the vehicles on the forecourt. When the
forecourt is started, the Fuelpoint buttons will change from red to green.
This button must not be used as it can affect the ATG negatively.
The Print Forecourt button is used to print off information regarding

Automatic Tank Gauge (ATG) dippings, fuel prices and the pump counter.
The Show all Fuelpts. button is used to display all fuelpoints on the
forecourt if there are more than 16 on site. When this button has been
selected, it changes to the Show set of FPs button. The Cashier can select
this button to only display the status of fuelpoints connected to the POS that
they are using.
The Change Service Mode button can be used by the Retailer/Site
Manager to change the release mode of the pumps, for example from
manual release to Attendant tagging release.
The Nozzle Administration button can be used by the Retailer/Site

Manager to do administration tasks, for example disabling a pump.
Page 24 of 178
User Guide
Cashiers
2.12 The More Functions Window
The More Functions window is shown when the More Functions button is selected from the
Main POS screen.
The main buttons on the More Functions window allow the Cashier to do important shift tasks
on the POS, for example signing on to their shift and going on a shift break.
Page 25 of 178
User Guide
Cashiers
Image
Description
The Shift SignOn button is used when the Cashier signs on at the
beginning of their shift.
The Shift Break button is used when the Cashier takes a short break
during a shift.
The Shift SignOff button is used to sign off at the end of the shift.
The Till Receipt On/Off button is used by the Retailer/Site Manager to

turn the printing of receipts on or off.
The Deposit Return button is used to process the return of bottle and gas
cylinder deposits.
The Refund button is used by the Retailer/Site Manager to process

refunds.
The Void Trans button used by the Retailer/Site Manager to void an

entire transaction.
The Electr. Journal button is used by the Retailer/Site Manager to open

the Electronic Journal. This shows all information about transactions and
shift events.
Page 26 of 178
User Guide
Cashiers
Image
Description
The Hand button is used to swap the buttons around on the screen to
suit left or right handed people.
The Close POS button is used to shut down the POS if required during
the support process.
The Restart Devices button is used to shut down the POS if required
during the support process.
2.13 The More Methods of Payment (MOPs)

Window
Page 27 of 178
User Guide
Cashiers
The More MOPs window is shown when the More MOPs button is selected from the Main
POS screen. The More MOPs window is used when the Cashier wants to select an alternative
MOP for the Customer.
Alternative methods of payment include discounts, vouchers, (driveoffs, letter of
intent and crossovers) and assigning a transaction to a drive off. The Cashier
should select the relevant MOP.
Page 28 of 178
User Guide
Cashiers
Button
Description
The Voucher button is used if a Customer wishes to pay or partially pay
with a voucher.
The Drive Off button is used to assign a transaction to a drive off if a

Customer fails to pay for the filling.
The Pump Test button is by the Retailer/Site Manager to assign a

transaction to a pump test.
The Float button is only used to enter the float amount in the cash drawer
into the system if this was forgotten during the shift sign on.
The Safe Drop button is used to transfer cash from the cash drawer to the
safe when the maximum cash drawer limit is reached.
The Pay In button is used to put cash received from irregular transactions
into the cash drawer.
The Pay Out button is used to take cash needed for irregular payments
out of the cash drawer.
The following method of payments buttons are shown after the Various button is selected:
Page 29 of 178
User Guide
Cashiers
Button
Description
The Letter of Intent button is used to assign a transaction to a Letter of Intent.
The Cross Over button is used to assign a transaction to a crossover.
Page 30 of 178
User Guide
Cashiers
2.14 The Article Keys Window
The Article Keys window can be accessed by selecting the Article Keys button.
In the Article Keys window, a Cashier has access to preset Article Keys. Using the preset
Article Keys is a quick and easy way for a Cashier to register items without a barcode in the
Transactions and Messages area.
An Article Key is a button linked to a particular item and has the items name shown on it.
Page 31 of 178
User Guide
Cashiers
Only certain items have Article Keys. These items usually do not have a barcode
(e.g. braai wood), or are too heavy to lift up to the POS scanner (e.g. gas
cylinders). Article Keys can also be assigned to items that are purchased
regularly, if this is beneficial.
A standard Article Keys set will be pre-defined at the roll-out. Thereafter only the
Retailer/Site Manager can change or add Article Keys.
Page 32 of 178
User Guide
Cashiers
3.0 Managing Shifts on the POS
Page 33 of 178
User Guide
Cashiers
This section of the user guide explains the main processes completed by a Cashier in a
normal shift. This includes how to open, pause and resume, and close a shift, as well as how
to enter a float and complete the cash declaration at the end of a shift. This section also
covers the Accounting End of Day (EOD) process.
3.1 Signing onto a Shift
The POS should never be turned off. Therefore, when a Cashier arrives to begin their shift,
the POS will already be on. The image above shows the Main POS screen before a Cashier
has signed on.
A shift is no longer similar to the business day as in the old site system. A shift is
from now on regarded as any time period a Cashier works on the POS. It will
be normal to pause for a short break and resume the shift afterwards. A Cashier
may also have multiple shifts during their working day.
Page 34 of 178
User Guide
Cashiers
To sign on to the POS, a Cashier will need their Cashier number and password which will be
given by the Site Manager. What you normally call a user ID is now called a Cashier or Site
Manager number on the POS.
This section describes how to sign on to a shift.
Instructions
Step 1: Select the More Functions button on the POS.

Step 2: Select the Shift SignOn button in the More Functions window.
Page 35 of 178
User Guide
Cashiers
Step 3: Enter Cashier number using the Keypad. Select the Yes Repeat button to confirm the
entry. The Cashier will then be asked by the POS to enter their Cashier password.
Page 36 of 178
User Guide
Cashiers
Step 4: Enter the Cashier password using the Keypad. Select the Yes Repeat button to confirm
the entry.
The Cashier numbers and passwords are unique to each Cashier. These
numbers must be kept private and must not be shared with anyone.
The image above shows the Cashier Status area after a Cashier has signed on.
Page 37 of 178
User Guide
Cashiers
3.2 Entering a Float
After signing onto the POS, a Cashier will be prompted to enter the float amount. A message
is displayed in the Transactions and Messages area, as seen in the image above.
Instructions
Step 1: When the message is displayed, enter the float amount into the POS using the
Keypad, eg. 3 0 0 for R300.
It is best practice to enter a zero value in this situation. Please confirm this action
with your Retailer/Site Manager first.
Step 2: Select the Yes Repeat button to confirm the entry.
Page 38 of 178
User Guide
Cashiers
3.3 Pausing a Shift

During a shift, a Cashier might wish to take a break or may need to step away from the POS
to help a Customer. Before leaving the POS, the Cashier must pause their shift. The Cashier
may not allow another Cashier to continue their shift.
Instructions
Step 1: Select the More Functions button from the Main POS screen.
Step 2: Select the Shift Break button from the More Functions window.
Page 39 of 178
User Guide
Cashiers
Step 3: Select the Yes Repeat button to confirm the break.
When a shift is paused, the Break icon (a cup of coffee) will appear on the left
of the Cashier Status area.
Shifts will pause automatically after 5 minutes of inactivity. To resume the shift on
the POS, the Cashier should follow the steps described in section 3.1.
Page 40 of 178
User Guide
Cashiers
3.4 Resuming a Shift

When a Cashier returns from a break or has finished helping a Customer, they must resume
their shift. It is important that the same Cashier who previously paused a shift re-enters their
unique Cashier number and password to resume the shift. It is not possible for any other
Cashier to resume the shift. They would instead have to sign into a brand new shift with their
own Cashier number and password.
To resume a shift after it has been paused the Cashier should follow the shift sign on process
described in steps 1 to 4 in section 3.1.
After a shift has been resumed on the POS, the Signed On icon will appear on
the left of the Cashier Status area, as well as the Cashiers name.
3.5 Shift Close Process

The shift close process involves two main steps, signing off a shift, and doing the end of shift
cash declaration.
Before signing off, a Cashier must make sure that all transactions have been finalised.
Page 41 of 178
User Guide
Cashiers
3.5.1 Signing off a Shift
Instructions
Step 1: Select the More Functions button from the Main POS screen.
Step 2: Select the Shift SignOff button from the More Functions window.
Page 42 of 178
User Guide
Cashiers
Step 3: Enter the Cashier number using the Keypad. Select the Yes Repeat button to confirm.
The Cashier will then be prompted to enter their Cashier password.
Page 43 of 178
User Guide
Cashiers
Step 4: Enter the Cashier password using the Keypad. Select the Yes Repeat button to
confirm.
3.5.2 End of Shift Cash Declaration

During the process of signing off a shift, a message will appear in the Transactions and
Messages area to enter the cash declaration, as shown in the image below. Entering the
cash declaration is an important task as this amount will be used by the Retailer/Site
Manager in the end of shift reconciliation tasks.
Instructions
Step 1: The Cashier should enter the float amount as the POS cash declaration using the
Keypad and select the Yes Repeat button to confirm the entry.
Page 44 of 178
User Guide
Cashiers
Step 2: A message will be displayed in the Transactions and Messages area saying Entries
OK? Select the Yes Repeat button to confirm. The Cashier Z slip will print automatically from
the receipt printer.
Step 3: An example of a section of the Cashier Z slip is shown in the image above. The
opening float is shown as Float, the cash declaration is shown as Debit, the remaining
cash on hand is shown as the second Balance. The Cashier must hand the Z slip over to the
Retailer/Site Manager together with the other shift papers.
Step 4: The Cashier should report any missing drawer events to the Site Manager as soon as
possible. For example, if the Cashier paid an expense and forgot to record this as a Pay Out
(refer to section 4.3 for more information on Pay Outs).
Page 45 of 178
User Guide
Cashiers
3.6 Introduction to Accounting End of Day

The automated Accounting End of Day happens when transaction information is transferred
from the POS to the Back Office System (BOS). Once the Accounting End of Day is complete,
the BOS produces reports that are used by the Retailer/Site Manager during the daily
reconciliation process.
The Accounting End of Day happens once a day at midnight. It is an automatic process that
closes the business day in the system.
The only thing that the Cashier needs to do is to close their shift before the Accounting End of
Day runs.
A warning message will be shown in the Transactions and Messages area at five minutes to
midnight (23:55), giving the Cashier a chance to complete any open transactions and to
close their shift. An example of this message is shown below.
Page 46 of 178
User Guide
Cashiers
When the Cashier sees this message, they should complete any open transactions as soon as
possible and close their shift.
As soon as there are no shop customers and no urgent fuel transactions, the Cashier should
sign off their shift. The POS then automatically closes the day and runs the Accounting End
of Day process.
However, if the Cashier does not close their shift, the warning message will be displayed
after every transaction. At no later than five minutes past midnight (00:05), all inactive shifts
will be forcibly closed. As soon as the Cashier completes an open transaction, the POS will
automatically sign off the shift, close the day and run the Accounting EOD process without
further Cashier intervention. The cash declaration for this shift would in this case be zero.
The Accounting End of Day will take approximately 30 60 seconds. When it is complete,
the POS will show a message, as shown below.
Page 47 of 178
User Guide
Cashiers
This means that the Cashier can open a new shift and continue to serve Customers. The
Cashier should close the message by selecting the Yes Repeat button.
Cashiers will not be able to sign on before the Accounting EOD has completed.
If they attempt this, the following message will display.
Page 48 of 178
User Guide
Cashiers
Page 49 of 178
User Guide
Cashiers
4.0 Cash Management
User Guide
Cashiers
This section of the user guide describes the main cash management tasks that a Cashier
might need to do in a shift, including:
Doing Pay Ins on the POS

Doing Pay Outs on the POS
Doing Safe Drops
4.1 Introduction to Cash Management

Cash management is an important part of the Cashiers role. All cash movements need to be
recorded properly so that the POS gives an accurate view of the amount of money in the
cash drawer. This also makes sure that the end of shift reconciliation is accurate.
The Cashier will be responsible for doing Pay Outs, Pay Ins and Safe Drops. The POS keeps
a track of all of these transactions.
4.2 Pay In
A Cashier might need to put money into the cash drawer that is not part of a sale
transaction. An example of a Pay In is paying cash into the POS from another POS cash
drawer. Pay Ins do not happen regularly.
When a Cashier does a Pay In, they will be asked to select a reason for the transaction.
User Guide
Cashiers
4.2.1 Reasons for a Pay In
The following table describes the reasons that can be assigned to a Pay In at the POS.
Pay In Reason Code
Corrections
Description
This reason button is used if an error has been made while
selling a shop item.
POS Transfers
This reason button is used when cash is being moved from

one POS to another (if there is more than one POS at a
service station).
Ad Hoc Cash In
This button is used as needed by the Retailer/Site

Manager.
Drive Off Repaid
This button is used if a Customer returns to pay for a fuel

transaction that was processed as a drive off.
It is only possible to do a Pay In using cash.
Page 52 of 178
User Guide
Cashiers
4.2.2 How to Do a Pay In
The instructions below explain how to do a Pay In.
Instructions
Step 1: Select the More MOPs button. This opens the More MOPs window.
Step 2: Select the Pay In button from the More MOPs window. The Reason Code buttons are
shown in the Transactions and Messages area.
Page 53 of 178
User Guide
Cashiers
Step 3: Select the correct Reason Code button from the Transactions and Messages area to
assign to the Pay In.
Step 4: Enter the value of the Pay In using the Keypad.
Step 5: Select the Cash button as the method of payment from the More MOPs window.
4.3 Pay Out

A Cashier might need to take money out of the cash drawer to pay for an expense. An
example of a Pay Out is paying for a window cleaner. Pay Outs do not happen regularly.
When a Cashier does a Pay Out, they will be prompted to select a reason for this
transaction.
Page 54 of 178
User Guide
Cashiers
4.3.1 Reasons for a Pay Out
The following table describes the reasons that can be assigned to a Pay Out at the POS:
Pay Out Reason Code
Corrections
Description
This reason button is used if an error has been made while
selling a shop item.
POS Transfers
This reason button is used when cash is being moved from

one POS to another (if there is more than one POS at a
service station).
Ad Hoc Cash Out
This reason button is used as needed by the Retailer/Site

Manager.
Third Party Payments
This reason button is used for third party transactions. For

example, it may be used to pay for services such as a
window cleaner.
Page 55 of 178
User Guide
Cashiers
4.3.2 How to Do a Pay Out

The instructions below explain how to do a Pay Out.
Instructions
Step 2: Select the Pay Out button from the More MOPs window. The Pay Out reasons will be
Page 56 of 178
User Guide
Cashiers
Step 3: Select the correct Reason Code button from the Transactions and Messages area to
assign for the Pay Out.
Step 4: Enter the value of the Pay Out using the Keypad.
Step 5: Select the Cash button as the correct method of payment from the More MOPs
window.
4.4 Safe Drop

A Safe Drop happens when cash is moved from the cash drawer to the safe. For security
reasons, a Cashier does a Safe Drop whenever the cash drawer reaches a set limit. Before
closing a shift, the value of the final Safe Drop must be entered into the POS using the Safe
Drop button.
Page 57 of 178
User Guide
Cashiers
4.4.1 When to Do a Safe Drop
A Cashier will be prompted by the POS to do a Safe Drop when the cash drawer limit is
reached. The Safe Drop limit is the maximum amount of cash allowed in the cash drawer at
any one time.
The cash drawer limit in South Africa is set at R2000. A message will be shown in the
Transactions and Messages area to alert the Cashier that a Safe Drop must be done. At this
point, the Cashier should do a Safe Drop as soon as it is safe to do so.
The removal of the cash must happen as a separate task on the POS and not
just when the cash drawer is open after a transaction. It is also recommended
that a Safe Drop is done shortly before signing off a shift.
Page 58 of 178
User Guide
Cashiers
4.4.2 How to Do a Safe Drop
Instructions
Step 1: Clear the Safe Drop warning message by selecting the C button.
If the Cashier does not then do a Safe Drop immediately, this message will
appear after each transaction until a Safe Drop is done.
Page 59 of 178
User Guide
Cashiers
Step 3: Select the Safe Drop button from the More MOPs window.
Page 60 of 178
User Guide
Cashiers
Step 4: Enter the value of the Safe Drop in Rand, excluding Cents, using the Keypad.
Step 5: Select the Yes Repeat button to confirm the amount.
Step 6: Select the Cash button as the method of payment for the Safe Drop. The cash drawer
will open automatically so that the Cashier can transfer cash from the POS to the safe.
If the value of the Safe Drop entered is higher than the actual cash available, the POS will
produce an error message, as shown in the image below. The Cashier should select the C
button to close the message.
Page 61 of 178
User Guide
Cashiers
This allows the Cashier to check whether they have entered an incorrect amount, for
example; adding an additional zero to the actual amount (R20000 instead of R2000).
After the Paym. Type amount not avail message displays, the Cashier should select the C
button.
A message Ignore? is displayed. The Cashier should select No, then select More Functions
and Cancel Receipt. They should then ask their Retailer/Site Manager to cancel the safe
drop before the Cashier can enter the correct safe drop.
Page 62 of 178
User Guide
Cashiers
5.0 Fuel and Forecourt Management
Page 63 of 178
User Guide
Cashiers
This section of the user guide introduces the critical fuel and forecourt management tasks that
a Cashier needs to perform in a shift.
5.1 The Fuelpoint Buttons

The Fuelpoint buttons are used to monitor the status of the pumps on the forecourt. Each POS
is connected to all of the pumps on the forecourt.
Each filling position has its own Fuelpoint button in the Pump Status area on the Main POS
screen. These Fuelpoint buttons are circled with a red box in the image above.
The Fuelpoint buttons show the status of the pumps at the matching filling position. The
number on the buttons indicates the number of the matching filling position on the forecourt.
The Fuelpoint buttons change colour and show different information depending on the status
of the pump.
Page 64 of 178
User Guide
Cashiers
5.2 Showing all Fuelpoints or Showing a Set of

Fuelpoints
The Main POS screen allows to show up to 16 fuelpoints and this will be sufficient for the
majority of sites.
On sites with more fuelpoints the user can chose which subset of fuelpoints to view. The
instructions below explain how to show the fuelpoints on the forecourt.
Instructions
Step 1: Select the Pump Control button from the Main POS screen to open the Pump Control
window.
Step 2: Select the Show all Fuelpts. button. This will show all the pumps on the forecourt on
the POS screen.
Page 65 of 178
User Guide
Cashiers
Step 3: After the Show all Fuelpts. button has been selected, it will change to a Show set of
FPs button. Select this button to show a set of pumps.
5.3 Reviewing the Fuelpoint Status

Important information about the status of each pump is shown on the Fuelpoint buttons. This
section will explain how to interpret the information on the Fuelpoint buttons.
The different areas of the Fuelpoint button show different information, as explained below.
Page 66 of 178
User Guide
Cashiers
Page 67 of 178
User Guide
Cashiers
Area of
Fuelpoint
button
Description
This is the fuelpoint number on the forecourt.
This is the value of the fuel that the Attendant has dispensed.
This is the fuel volume that the Attendant has dispensed.
This is the fuel grade that the Attendant is dispensing.
This icon changes to indicate the current status of the pump. For
example, when an Attendant lifts the nozzle, this icon changes to a
nozzle.
The icons on the Fuelpoint button change according to the status of the corresponding pump.
Page 68 of 178
User Guide
Cashiers
A Fuelpoint button turns green when the pump is turned on, ready for filling, if one filling is
completed and when there are no errors at the pump.
Fuelpoint Button
Description
The Pump icon on this Fuelpoint button shows the pump is ready
to use. The green Waves icon shows that the pump is in Tagging
mode, so an Attendant has to release the pump with their tag.
The green Waves symbol on this Fuelpoint button shows that the
pump is in Tagging mode. The Coins icon shows that the
Attendant has released the pump with their tag but is not filling the
vehicle yet.
The Pump icon on this Fuelpoint button shows that the pump is
ready to use. The Hand icon indicates that the Cashier must
manually release the pump using the touch screen on the POS.
The information on this Fuelpoint button shows that the Attendant
has finished filling up the Customers vehicle and the Cashier can
finalize the transaction any time now.
The crossed out Waves symbol on this Fuelpoint button shows that
the fuelpoint is in Attendant Tagging mode, however tagging is
not working at this one fuelpoint.
Page 69 of 178
User Guide
Cashiers
A Fuelpoint button turns grey or yellow when an Attendant is using the pump.
Fuelpoint Button
Description
The Nozzle icon on this Fuelpoint button indicates that the Attendant
has lifted the nozzle at the pump. The Cashier needs to manually
release the pump at the POS. Note: This only applies to sites without
Attendant tagging or in the case of faulty tagging.
The Nozzle icon on this Fuelpoint button indicates that an Attendant
has lifted the nozzle at the pump. The information on the button
shows that the previous filling on the pump needs to be paid for.
is using the pump to fill up a Customers vehicle.
is using the pump to fill up a Customers vehicle. The information on
the button shows that the previous filling on the pump needs to be
paid for.
The Nozzle icon with the drop of fuel on this Fuelpoint button
indicates that the Attendant is now filling a vehicle at this pump. The
green Waves symbol shows that the pump is in Tagging mode. The
Coins icon and the orange symbol show that the Attendant has
released the pump with their tag.
A Fuelpoint button turns red when filling is not possible on the pump. The pump might be
turned off and unavailable for filling, or there could be an error at the pump.
Fuelpoint Button
Description
The Pump icon on this Fuelpoint button indicates that the pump is
switched on but will not be released. No filling is possible.
The red Fuelpoint button indicates that the connection to the pump or
pump controller is broken or a device timeout has occurred. No
further device information is available.
Page 70 of 178
User Guide
Cashiers
Fuelpoint Button
Description
The Screen icon on this Fuelpoint button indicates that the connection
to the pump is loading.
turned off.
turned off. The information on the button indicates that there is a
filling ready for payment.
The Nozzle icon on this Fuelpoint button indicates that filling is not
possible on this pump. The information on the button shows that the
previous 2 fillings on the pump need to be paid for before the
Fuelpoint can be used again.
The Timer icon on this Fuelpoint button indicates that the Suspend
Filling button has been selected and the pump is suspended. The
Cashier should select the Continue button to resume the filling at this
pump.
The Pump icon on this Fuelpoint button indicates that an error has
happened at the pump.
A Fuelpoint in any colour can also start flashing. This happens when one or two fillings have
happened and at least 15 minutes have passed since the later one was completed on the
pump. The attendant should hand-in cash and/or card slip as soon as possible.
5.4 Starting the Forecourt

There are only two situations in which a Cashier will need to start the forecourt:
On a non-24-hour site when the Cashier begins the first shift on the POS at the start of
the business day.
Page 71 of 178
User Guide
Cashiers
On any site after an emergency stop has been resolved on the forecourt.
The following instructions will explain how to start the forecourt.

Instructions
Step 1: To start the forecourt, select the Pump Control button to access the Pump Control
window.
Step 2: Then select the Start Forecourt button. The Fuelpoint buttons change from red to green,
as shown in the image below.
Page 72 of 178
User Guide
Cashiers
5.5 Selecting and Manually Releasing a Pump

If the pumps on the forecourt are set to manual release mode, the Cashier will need to
release a pump before an Attendant can use it to fill up a vehicle. This means that when an
Attendant lifts a nozzle, they will not be able to use the pump until the Cashier manually
releases the pump at the POS.
When an Attendant lifts a nozzle, the Fuelpoint button corresponding to that pump will turn
grey, and a Nozzle icon will appear on the button, as shown in the image below.
This shows that the Cashier needs to release the pump to allow the Attendant to fill up the
vehicle.
Instructions
Step 1: Select the grey Fuelpoint button from the Main POS screen. The Attendant will then be
able to fill up the vehicle.
Page 73 of 178
User Guide
Cashiers
5.6 Tagging Mode

When the pumps are set to Tagging Mode, the Cashier does not need to manually release
the pump from the POS. The Attendants can release a pump using their tag. The Fuelpoint
buttons will show a green Waves symbol to show that the Attendants can release the pumps
using their tag. This is shown in the image of the Fuelpoint button below.
If there is a problem with the Attendant tags on a site, the pumps can be set to Manual
Release by the Retailer or Site Manager. The Cashiers can then release the pumps manually
by selecting a Fuelpoint button before an Attendant fills up a vehicle.
5.7 Showing the Running Counter

The running counter in the Fuelpoint window shows the current volume and value of fuel that
an Attendant is filling up with at a particular pump. The Cashier can show the running
counter to view the fuel information for the pumps on the forecourt.
Page 74 of 178
User Guide
Cashiers
Instructions
Step 1: Select the yellow Fuelpoint button to open the Fuelpoint window for a pump which an
Attendant is using.
Step 2: Select the Running Counter button to show filling information for that pump.
Information will appear on the Running Counter button itself.
Page 75 of 178
User Guide
Cashiers
The button is updated automatically every few seconds. The Cashier can
remove the filling information from the Running Counter button by selecting the
button again.
For sites where the pumps are in Attendant Tagging mode, the Running Counter
button will also show the Attendant name and the timestamp, as shown in the
second image below.
5.8 Stopping a Single Pump

It might be necessary at times to stop a specific pump during a filling if the forecourt is
unsafe.
Examples of unsafe situations include a leaking fuel hose or a Customer smoking near a
pump. The Cashier should then stop the pump from filling.
Page 76 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Fuelpoint button corresponding to the pump that needs to be stopped. This
opens the Fuelpoint window.
Step 2: Select the Stop Filling button.
Step 3: Select the Yes Repeat button to confirm the selection. The pump will stop dispensing
fuel.
After a filling at a single pump has been stopped, the Cashier cannot restart the
same filling. The Customer will have to pay for the fuel that had already been
dispensed. If they need more fuel, a new filling must take place.
Page 77 of 178
User Guide
Cashiers
5.9 Stopping a Filling after an ATG Alarm

The POS will display warnings and alarms from the Automatic Tank Gauges (ATGs) if a
potential problem is detected.
For example, the LO alarm displays when a tanks volume level reaches 15%.
The LOLO alarm displays when the tank volume level reaches 1000 litres regardless of tank
size.
Page 78 of 178
User Guide
Cashiers
In both instances, the Cashier should respond by selecting the Yes Repeat button and
informing their Retailer.
5.10 Suspending a Filling

It might be necessary to suspend a filling, for example, if the Cashier notices that the
forecourt is suddenly unsafe and rather wants to pause.
Unlike when a filling is stopped, a suspended filling can be resumed and the Attendant does
not have to start a new filling.
For the avoidance of doubt the function Suspending a Filling does not put a
pump in stand-alone mode.
Page 79 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Fuelpoint button for the pump that needs to be suspended. This opens the
Fuelpoint window.
Step 2: Select the Suspend button from the Fuelpoint window. The Fuelpoint button will turn
red and show the Timer icon.
When ready to continue, the Cashier can resume the filling on the pump.
5.11 Resuming a Filling

When the Cashier suspends a filling, the Fuelpoint button shows a Timer icon and the
Suspend button is replaced by the Continue button, as shown in the image below.
Once the Cashier is ready to continue, they can resume the filling.
Page 80 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Fuelpoint button for the pump with the filling that needs to be resumed. This
opens the Fuelpoint window.
Step 2: Select the Continue button from the Fuelpoint window.
The resumed filling will now be shown in the Transactions and Messages area, and the
Customer can continue filling their vehicle.
5.12 Doing an Emergency Stop

Doing an emergency stop is an important Cashier responsibility. It is used to protect staff
and Customers from a potentially dangerous situation, for example, a fire on the forecourt.
Doing an emergency stop will stop all the pumps on the forecourt and prevents any further
releasing of pumps.
Page 81 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Emergency STOP button on the Main POS screen.
Page 82 of 178
User Guide
Cashiers
The POS will sound an alert and the Emergency STOP button changes to the
Confirm STOP button.
Step 2: Select the Confirm STOP button.

The Cashier must ensure that they select the Confirm STOP button within 5
seconds of hitting the Emergency STOP button. When this button is selected, all
pumps will stop filling, the Fuelpoint buttons will become red and the Disabled
icon will appear, as shown below.
Page 83 of 178
User Guide
Cashiers
5.12.1 During the Emergency Stop

After the Emergency STOP button has been selected, filling at all the pumps on the forecourt
is stopped. The Fuelpoint buttons turn red, as shown in the image above. At this point the
Attendants should make the forecourt safe by pressing the red emergency cut-off switch. All
fuel transactions that were in progress will be immediately stopped. The Customer will have
to pay for the fuel that had been dispensed into their vehicles. If they need more fuel, a new
transaction must be started.
5.12.2 Reactivating the Pumps after an Emergency Stop

When the Cashier is sure that the forecourt is safe, the pumps on the forecourt can be
restarted.
Page 84 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Pump Control button on the Main POS screen to open the Pump Control
window.
Step 2: Select the Start Forecourt button on the Pump Control window. A message is shown
asking the Cashier to confirm that they want to start the forecourt.
Step 3: Select the Yes Repeat button. A message is shown asking the Cashier to confirm that
they want to reset the emergency stop.
Step 4: Select the Yes Repeat button to confirm this message. The pumps will then become
active again. The Fuelpoint buttons will turn green to indicate that the pumps are working and
that filling is possible, as shown below.
Page 85 of 178
User Guide
Cashiers
5.13 Fuel Price Change Reminders

The Cashier will be notified that the price of fuel is changing before the price change takes
effect on the POS. The image below shows an example of the message that is shown on the
Main POS screen. It shows the new pump price for each fuel grade and the time that the
price is due to take effect on the POS.
Page 86 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Yes Repeat button to close the message.
This message is shown 30 minutes before the fuel price will happen on each
POS with an open shift. It is not shown if a POS is in break mode. The Cashier
cannot use the POS again until this reminder message is closed.
5.13.1 The Fuel Price Change Messages

A fuel price change message is shown in the Transactions and Messages area on the Main
POS screen when a fuel price has changed on the POS. A message will be shown for each
fuel grade that has a new pump price.
Page 87 of 178
User Guide
Cashiers
Instructions
Step 1: Select the C button to close each message in turn.
The Cashier will not be able to operate the POS until all of the fuel price
change messages are cleared. If the price of a particular fuel is increasing, the
manual price poles or pricing banner should be updated before the final fuel
price change message is shown and before the prices change on the POS. This
is to make sure that no Customer pays a price higher than that shown on the
price poles.
5.14 Printing the Forecourt

The Cashier can use the POS to print off Tank Gauge reports and information regarding fuel
prices.
5.14.1 Printing the Tank Gauge Report

The Cashier can use the following instructions to print off the Tank Gauge Report to track the
fuel volume in the tanks.
Page 88 of 178
User Guide
Cashiers
Instructions
window.
Step 2: Select the Print Forecourt button from the Pump Control window. This opens the Print
Forecourt window.
Page 89 of 178
User Guide
Cashiers
Step 3: Select the Print ATG Dippings button. This will print the tank level information from the
ATG.
5.14.2 Printing Fuel Prices

The instructions below explain how the Cashier can print the current fuel prices from the
POS.
Instructions
window.
Step 2: Select the Print Forecourt button from the Pump Control window. This opens the Print
Forecourt window.
Page 90 of 178
User Guide
Cashiers
Step 3: Select the Print Fuel Prices button. This will print the current pump prices.
Page 91 of 178
User Guide
Cashiers
6.0 Selling Convenience Retail
Page 92 of 178
User Guide
Cashiers
6.1 Introduction to Shop Items

Shop items are all the convenience retail goods that can be purchased in the shop of a
service station. A shop item needs to be entered into the POS before a payment can be
processed.
6.2 Entering an Item into the POS

There are three ways to enter a shop item into the POS.
All open transactions involving shop items are shown in the Transactions and Messages
area.
Page 93 of 178
User Guide
Cashiers
6.2.1 Scanning an Items Barcode
Scanning an items barcode is the quickest and easiest way of entering an item into the POS.
Instructions
Step 1: Scan the item in with the barcode scanner.
Step 2: After scanning the item a beep will be heard, and the items name and price will be
Step 3: The transaction can then be processed for payment. Refer to sections 7-8 for how to
process a payment.
If the barcode cannot be read, the Cashier can use one of the other methods of
entering items into the POS.
Page 94 of 178
User Guide
Cashiers
6.2.2 Selecting an Items Article Key
An Article Key is a button linked to a particular item or group of items. It is a quick way of
entering the product into the Transactions and Messages area.
Article Keys usually do not have a barcode (e.g. braai wood) or are too heavy to lift up to
the POS scanner (e.g. gas cylinders). Article Keys can also be assigned to items that are
purchased regularly, if this is beneficial
They are pre-defined at the roll-out, thereafter only the Retailer/Site Manager can change or
add Article Keys.
The Cashier selects the Article Keys button on the Main POS screen to show the Article Keys,
as shown in the image on the above. They can then select the relevant Article Key, and the
associated item will appear in the Transactions and Messages area.
Page 95 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Article Keys button on the Main POS screen to show the Article Keys
window.
Page 96 of 178
User Guide
Cashiers
Step 2: Select the relevant Article Key, and the matching item is shown in the Transactions
and Messages area.
There are single item keys (e.g. Gas Cylinder in this example) and group item
keys (e.g Hot Foods.) Below Hot Foods the second level could include
Pies, and a the third level could include Pies Assorted and Cheeseburger
Pie.
Your Retailer or Site Manager will explain the Article Key setup on your site to
you.
6.2.3 Using the Keypad

The Cashier can also use the Keypad to manually enter an items barcode number.
Page 97 of 178
User Guide
Cashiers
The following instructions will explain how to enter an item into the POS by entering its
barcode number using the Keypad.
Instructions
Step 1: To enter a barcode number, manually enter the barcode number using the Keypad.
Step 2: Select the Item button. The item will be shown in the Transactions and Messages
area.
Some items will also be associated with article numbers. The Cashier can
manually enter an items article number into the Keypad to register the item in
the Transactions and Messages area.
Page 98 of 178
User Guide
Cashiers
The Cashier can also enter the item name by selecting the Keyboard button and
using the letter buttons to type in the name. A list of the items will be shown in
the Transactions and Messages area and the Cashier can select the relevant
item.
6.3 Entering Quantities of Items

A Customer will often choose to buy more than one of a particular item and these can be
entered on to the POS as quantities of an item.
The following instructions will explain how to sell quantities of a single item.
Instructions
Step 1: Enter the number of items being bought using the Keypad first.
Page 99 of 178
User Guide
Cashiers
Step 2: Select the Quantity button from the Main POS screen.
Step 3: Enter the item onto the POS, for example by scanning the item.
6.4 Removing Items from the POS

Sometimes CR items may need to be removed from the Transactions and Messages area.
This means that the item is no longer included in the transaction. On the POS this is known
as voiding an item.
Void buttons can be used to cancel selected shop transactions as long as the item is voided
prior to any payment taking place.
Cashiers are not able to void items. Please contact your Retailer/Site Manager
to perform this task
Page 100 of 178
User Guide
Cashiers
6.5 Processing up to Three Sales at the Same

Time
It is possible to process more than one sale at a time. Up to three sales can be open on the
three tabs in the Transactions and Messages area.
A Cashier is only able to process multiple sales at the same time for transactions
involving shop items.
The following instructions will explain how to process up to three sales at the same time on
the POS.
Page 101 of 178
User Guide
Cashiers
Instructions
Step 1: Select a new tab to open a new Transactions and Messages area, as shown in the
image above.
Step 2: Switch between transactions by selecting the correct tab. As a tab is selected, the
associated transaction is shown in the Transactions and Messages area.
6.6 Checking the Price of an Item

The Cashier will do a price query when the Customer asks for the price of a CR item. For
example, if there is no shelf edge label for a product, the Customer might ask for the price of
the item so that they can decide if they want to purchase it.
Page 102 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Price Query button.

Step 2: Enter the item into the POS, for example by scanning the items barcode. The item
and its price will be shown on the screen.
Page 103 of 178
User Guide
Cashiers
If the item does not have a barcode the Cashier can enter the item name by
selecting the Keyboard button and using the letter buttons to type in the name. A
list of the items will be shown in the Transactions and Messages area and the
Cashier can select the relevant item.
Page 104 of 178
User Guide
Cashiers
Page 105 of 178
User Guide
Cashiers
Step 3: If the Customer would like to purchase the item, select the Yes Repeat button to add
the item to their transaction. If the Customer does not want to purchase the item, select the No
button. The Cashier can then continue to serve Customers.
6.7 Selling Promotional Items

Some shop items form part of a promotion, for example a reduced price or a Buy one, get
one free offer.
If a Customer has chosen an item associated with a promotion, a message prompt will be
shown on the POS screen after the item was scanned. The message will prompt the Cashier
to ask the Customer if they would like to purchase further items to be able to qualify for the
promotion.
Page 106 of 178
User Guide
Cashiers
There is no Promotion key on the POS anymore. All promotions are setup and
locked in RP BOS.
If a Customer has bought an item associated with a promotion but has not yet
qualified for the promotion, a message prompt is shown on the POS screen. The
message will prompt the Cashier to ask the Customer if they would like to
purchase further items to be able to qualify for the promotion.
Page 107 of 178
User Guide
Cashiers
If an item is part of more than one promotion, the POS will work out the best
deal for the Customer, and a message with the correct discount is shown in the
Transactions and Messages area, as shown in the image above.
6.8 Selling a Bottle Deposit Item

A bottle deposit is the refund that the Customer receives when they return empty glass bottles
and empty gas cylinders.
The deposit is automatically included in the setup of an item and so the Cashier does not
have to do any additional tasks when selling the item. The only difference between an item
with a bottle deposit and an item without, is that the deposit will be shown on the POS as a
separate amount. An example is shown in the image on the below.
Page 108 of 178
User Guide
Cashiers
6.8.1 Selling a Bottle Deposit
The following instructions will explain how to sell a bottle deposit.
Instructions
Step 1: The Cashier should enter the item into the Transactions and Messages area using one
of the methods explained in section 6.2.
Step 2: Both the price of the item and the deposit value will be shown in the Transactions and
Messages area, as shown in the image above.
Step 3: Finalise the transaction using the chosen method of payment as explained in section
7.
Page 109 of 178
User Guide
Cashiers
6.8.2 How to Return a Bottle Deposit
The following instructions will explain how to sell a bottle deposit.
Instructions
Step 1: Select the More Functions button.
Step 2: Select the Deposit Return button.

Step 3: Enter the item into the POS.
Step 4: Select the Total button.
Page 110 of 178
User Guide
Cashiers
Step 5: Select the correct method of payment button to process the refund, for example the
Cash button.
Cashiers are able to sell and return a bottle deposit in the same transaction. This
could be useful for repeat Customers who come with an empty container and
leave with a full one.
Page 111 of 178
User Guide
Cashiers
7.0 Payments
Page 112 of 178
User Guide
Cashiers
This section of the user guide will explain how to process the following types of payment on
the POS:
Cash transactions
Card transactions
Local Account card transactions
Split payment transactions
Voucher transactions
Crossover transactions
Payments with a Letter of Intent
Drive offs
7.1 The Cashiers Role in Processing Payments

Customers can pay outdoors on the forecourt or indoors in the shop. The Cashiers role in
processing these payments is different.
Outdoor Payments
When a Customer pays on the forecourt, the Attendant will process the payment for the
Customer. After this, the Cashier must carry out some final steps on the POS in order to clear
the transaction. If this is not done, the transactions will stack up and it will no longer be
possible to release the matching pump. This is important as it might affect customer service.
Indoor Payments
When a Customer pays for their fuel or items from the shop indoors, the Cashier will process
the payment for the Customer, and also process the transaction on the POS using the method
of payment buttons.
7.2 Methods of Payment Accepted on the POS

The Cashier can use the POS to process transactions for the following methods of payment:
Cash
Credit cards
Debit cards
Cheque cards
Page 113 of 178
User Guide
Cashiers
Local Account cards

Petrol and Garage cards
Bank Fleet cards
Shell cards
Vouchers
7.3 How to Process Fuel and Shop Items

There are two ways to process a fuel and convenience retail (CR) transaction; combined in
one transaction, or in two separate transactions. You should check with your Site
Manager/Retailer and follow their guidance on which process to follow on your site.
The preferred way, on most sites, to process fuel and shop items on the POS is to handle
them in separate transactions. For example, if a Customer wants to buy 100 litres of
Unleaded Petrol and a bottle of water, the Cashier should process the bottle of water in one
transaction, and the Unleaded Petrol in a separate transaction. However if a Retailer allows
it, fuel and shop items can be combined in one transaction.
As Fleet and Garage cards cannot be used to buy shop items, the Cashier
should separate the transaction and pay for the shop items with a different
method of payment.
7.4 Outdoor Payments

When a Customer wants to pay the Attendant on the forecourt, the Cashier is responsible for
processing the transaction on the POS. It is important that the Cashier always assigns the
transaction to the correct method of payment button on the POS, so that the shift can later be
reconciled correctly by the Retailer.
7.4.1 How to Process an Outdoor Cash Transaction

When a Customer wants to pay the Attendant on the forecourt, the Cashier is responsible for
processing the transaction on the POS. It is important that the Cashier always assigns the
transaction to the correct method of payment button on the POS, so that the shift can later be
reconciled correctly by the Retailer.
Page 114 of 178
User Guide
Cashiers
Instructions
Step 1: The Attendant hands over the cash to the Cashier.
Step 2: Select the Fuelpoint button for to the pump which the Attendant used. The Fuelling
button in the Fuelpoint window will show the value of the Customers fuel transaction.
Page 115 of 178
User Guide
Cashiers
Step 3: Select the Fuelling button to enter the fuel transaction into the Transactions and
Messages area.
Step 4: Add any shop items selected by the Customer by entering the items into the POS, as
described in section 6.
You should check with your Site Manager/Retailer and follow their guidance on
whether or not to combine fuel and CR transactions. If you are required to
process fuel and CR in separate transactions, then you should finalise the fuel
transaction and start a new transaction for the CR items.
Page 116 of 178
User Guide
Cashiers
Page 117 of 178
User Guide
Cashiers
Step 6: Enter the amount of cash received from the Customer using the Keypad. Any change
that is required will be displayed in the Transactions and Messages area.
Step 7: Select the Cash button. The POS cash drawer will open, allowing the Cashier to put
away the cash and give the Attendant any change that is owed. A receipt will automatically
be printed and this should be handed over to the Attendant.
If the exact amount required for the transaction is paid by the Customer, the
Cashier does not need to select the amount on the Keypad. They can simply
select the Cash button after totalling the transaction.
7.4.2 How to Process an Outdoor Card Transaction

More and more Customers are paying for their fuel by card, on the forecourt. After the
Attendant has processed the Customers card, it is important that the Cashier registers the
transaction on the POS in order to clear the fuel transaction from the POS.
Page 118 of 178
User Guide
Cashiers
Once the Attendant has handed over the receipt at the kiosk window, the Cashier should
check the transaction details on the receipt. These details will include the number of the
pump which the Attendant used.
The following instructions will explain how to process a credit/debit card transaction which
the Attendant has already processed on the forecourt.
Instructions
Step 1: Select the relevant pump and filling as described in steps 2 and 3, section 7.4.1.
Step 2: Add any shop items selected by the Customer, for example a bottle of Helix HX7, to
the transaction on the POS, as described in section 6.
Page 119 of 178
User Guide
Cashiers
Step 4: Select the Card button.
Page 120 of 178
User Guide
Cashiers
Step 5: Select the FlexiLane button, if the site has a FlexiLane terminal. Cashiers on sites
without a FlexiLane terminal should select the Card Terminals button.
Step 6: A receipt will be printed from the POS receipt printer. If the Customer has requested
one, the Cashier should give the POS receipt to the Attendant, together with the mandatory
card receipt.
7.4.3 How to Process a Local Account Card Transaction

Local Account cards cannot be processed on a FlexiLane or stand-alone indoor card
terminal. Therefore, if a Customer wants to pay for their fuel using a Local Account card, the
Attendant will bring the card to the Cashier to process it on the separate Local Account card
terminal at the counter.
The following instructions will explain how to finalise the transaction on the POS.
Page 121 of 178
User Guide
Cashiers
Instructions
Step 1: Select the relevant pump and filling as described in steps 2 and 3, section 7.4.1.
Step 2: . Add any shop items selected by the Customer, for example a bottle of Helix HX7, to
the transaction on the POS, as described in section 6.
Page 122 of 178
User Guide
Cashiers
Step 5: Select the Local Account Card button. A receipt will be printed from the POS receipt
printer. If the Customer has requested one, the Cashier should give the POS receipt to the
Attendant, together with the card receipt from the Local Account card terminal.
Step 6: Process the Local Account card in the usual way using the local debtor system.
Page 123 of 178
User Guide
Cashiers
7.5 Indoor Payments

In most cases Indoor Payments deal with shop items only. However, sometimes a Customer
may come into the shop to pay for their fuel and items from the shop. Remember that it is still
important that the Cashier assigns the transactions to the correct method of payment button
on the POS, so that the shift can later be reconciled correctly by the Retailer.
The following section of the User Guide will explain how to deal with the following
scenarios:
A Customer is paying with card in the shop.

A Customer wants to split their payment using cash and card.
A Customer is unable to pay and has filled out a Letter of Intent template.
A Cashier needs to settle a crossover transaction.
The Customer has driven off without paying and the Cashier needs to settle the
transaction.
7.5.1 How to Process an Indoor Card Transaction

If a Customer wants to pay for their fuel in the shop using a card, the Cashier should then
process the payment on the POS using the Card Terminals method of payment button.
Instructions
Step 1: Select the Fuelpoint button for to the pump which the Attendant used. The Fuelling
button in the Fuelpoint window will show the value of the Customers fuel transaction.
Page 124 of 178
User Guide
Cashiers
Page 125 of 178
User Guide
Cashiers
Page 126 of 178
User Guide
Cashiers
Step 5: Select the Card Terminals button.

one, the Cashier should give the POS receipt to the Attendant, together with the mandatory
card receipt.
Step 7: Process the Customers card in the usual way using the stand-alone indoor card
terminal.
7.5.2 How to Process a Split Payment

There may be instances when the Customer would like to pay using two different methods of
payment. This is known as a split payment transaction.
An example of this transaction could be when the Customer would like to pay for a portion
of the transaction with cash and a portion of the transaction by card after they have realised
that they dont have enough cash on them.
Page 127 of 178
User Guide
Cashiers
It is not possible to process a split payment involving a Shell, Local Account or Bank
fleetcard.
The following instructions explain how to process a split payment involving a credit card and
cash.
Instructions
Step 1: Select the Fuelpoint button for the pump which the Attendant used. The Fuelling button
in the Fuelpoint window will show the value of the Customers fuel transaction.
Page 128 of 178
User Guide
Cashiers

The Cashier should always process the cash before the card.
Step 4: Enter the amount that the Customer wants to pay for with cash using the Keypad.
Page 129 of 178
User Guide
Cashiers
Step 5: Select the Cash button.

Step 6: The POS cash drawer will open, allowing the Cashier to put away the cash and
retrieve any change that is owed.
Page 130 of 178
User Guide
Cashiers
Step 7: The remaining amount can then be assigned to Card. Select the Card button.
Page 131 of 178
User Guide
Cashiers
Step 8: Select the Card Terminals button.

Step 9: Process the Customers card in the usual way using the stand-alone indoor card
terminal.
one, the Cashier should give the POS receipt to the Customer, together with the mandatory
card receipt.
Page 132 of 178
User Guide
Cashiers
7.5.3 How to Add Two Fuel Sales to a Single Transaction
It is possible to add two fuel sales from two different pumps to a single transaction. For
example, a family might fill up two cars with fuel and wish to pay using the same card.
Instructions
Step 1: Select the Fuelpoint button for the first pump which the Customer filled up their vehicle
at. The Fuelling button in the Fuelpoint window will show the value of the Customers first fuel
transaction.
Step 2: Select the Fuelling button to enter the first fuel transaction into the Transactions and
Messages area.
Step 3: Select the Fuelpoint button for the second pump which the Customer filled up their
vehicle at. The Fuelling button in the Fuelpoint window will show the value of the Customers
second fuel transaction.
Page 133 of 178
User Guide
Cashiers
Step 4: Select the Fuelling button to enter the second fuel transaction into the Transactions and
Messages area.
Page 134 of 178
User Guide
Cashiers

Step 6: Select the correct method of payment and finalise the transaction.
Page 135 of 178
User Guide
Cashiers
7.5.4 How to Process Crossover Fuel Corrections
Crossover transactions happen when a Customer pays for another Customers fuel in error.
When the second Customer attempts to pay, the Cashier finds that this Customers fuel has
already been paid for. However, the second Customer is of course only willing to pay the
amount they filled in their vehicle.
Because the first Customer has already left the forecourt, the Cashier needs to book any
remaining amount as a crossover fuel correction.
The following instructions explain how to process the crossover fuel correction.
Instructions
In this example, Customer W (Wrong) and Customer R (Right) have had their vehicles filled
up at different pumps that are next to each other on the forecourt. Customer W pays for
Customer Rs fuel in error and leaves the site. Customer R then tries to pay for their own fuel,
however this has already been paid for by Customer W. Customer R is then directed indoors
to pay for the correct amount of fuel. This is called a Crossover.
The following steps explain how to do the crossover transaction correction.
Step 1: Select the Fuelpoint button for the pump which Customer W filled up their vehicle at.
The Fuelling button in the Fuelpoint window will show the value of the Customer Ws fuel
transaction. In this example, this is R139.20.
Messages area.
Page 136 of 178
User Guide
Cashiers

Step 4: Enter the correct total value of fuel that Customer R should pay for. In this example, this
is R100.00. The fuel amount and the correct amount that Customer R should pay will be
Step 5: Select the correct method of payment and finalise the transaction.
The remaining amount that has not been paid for now needs to be assigned to
the Crossover method of payment. In this example, this is R39.20.
Step 6: Select the More MOPs button.
Page 137 of 178
User Guide
Cashiers
Step 7: Select the Various button.
Page 138 of 178
User Guide
Cashiers
Step 8: Select the Cross Over button.

This process is only designed to finalise the remaining value on the POS.
Cashier and Attendants will still need to report to the Retailer and explain what
happened and why, so it is important to keep the two receipts in question.
Page 139 of 178
User Guide
Cashiers
7.5.5 How to Assign a Transaction to a Letter of Intent
Sometimes, a Customer will be unable to pay for their fuel or shop items at the time of
purchase, but will want to return later to pay. This might happen if the Customer has truly
forgotten their cash, or if their credit card has just expired. It is important that the Customer
fills out a Letter of Intent form before they leave the site.
This Letter of Intent template is available for Retailers in the Site Policies &
Procedure Manual on eServe under Manage HSSE.
The following instructions explain how to assign a transaction to a Letter of Intent.
Instructions
Step 1: When the Customer realises that they cannot pay after the Cashier has totalled the
shop and / or fuel items, select the More MOPs button.
Page 140 of 178
User Guide
Cashiers
Step 2: Select the Various button.
Page 141 of 178
User Guide
Cashiers
Step 3: Select the Letter Of Intent button. A receipt is printed which must not be given to the
Customer, but stapled to the Letter of Intent form instead.
7.5.6 How to Process a Drive Off

A drive off occurs when a Customer leaves the forecourt without paying for their fuel.
If a fuel transaction is left unpaid on a pump for more than 15 minutes, the Fuelpoint button
in the bottom left of the Main POS screen will begin to flash to warn the Cashier of a
potential drive off.
If a Customer has indeed left without paying for their fuel, the transaction should be
processed as a drive off. This is to make sure that the cash declaration at the end of the shift
balances with the amount of fuel and shop items sold in that shift.
The following instructions explain how to process a drive off.
Page 142 of 178
User Guide
Cashiers
Instructions
Step 1: Select the Fuelpoint button for the pump.
Messages area.

Page 143 of 178
User Guide
Cashiers
Step 5: Select the Drive Off button.

You Retailer will have specific additional requirements on how to deal with a
drive off.
Page 144 of 178
User Guide
Cashiers
7.5.7 How to Process a Drive Off when a Customer Returns to
Pay
In some cases the Customer may return to the site to pay for their fuel after the transaction
has been processed as a drive off. In this case, the Cashier should process the transaction as
a Pay In to the POS.
The following instructions explain how to process the drive off when a Customer returns to
pay.
Instructions
Step 2: Select the Pay In button.
Page 145 of 178
User Guide
Cashiers
Step 3: Select the Drive Off Repaid button.

Step 4: Enter the value of the Pay In using the Keypad.
Step 5: Select the correct method of payment for the Pay In.
Page 146 of 178
User Guide
Cashiers
7.5.8 How to Process a Voucher
Some Customers will use a voucher to pay for part of a transaction.
The following instructions explain how to process a voucher on the POS.
Instructions
Step 1: After all items have been entered into the Transactions and Messages area, select the
Total button.
Step 2: Enter the value of the voucher received from the Customer using the Keypad. Any
change that is required will be displayed in the Transactions and Messages area.
Step 3: Select the Voucher button. The POS cash drawer will open, allowing the Cashier to
put away the voucher.
Page 147 of 178
User Guide
Cashiers
Step 4: The remaining amount of the transaction is shown in the Transactions and Messages
area. Finalise the rest of the transaction using the Customers preferred method of payment.
Page 148 of 178
User Guide
Cashiers
7.6 How to Reprint a Receipt

A Customer might want two copies of a receipt.
7.6.1 Reprinting the Last Receipt

If the receipt to be reprinted was the last receipt, the Cashier can reprint the receipt by
selecting the Reprint Till Receipt button from the Main POS screen.
Instructions
Step 1: Select the Reprint Till Receipt button.
Page 149 of 178
User Guide
Cashiers
7.6.2 Reprinting a Receipt from a Previous Transaction
If the receipt to be reprinted was not the last receipt, the Cashier should enter the receipt
number using the Keypad.
Step 2: Enter the receipt number using the Keypad.
Step 3: Select the Reprint Till Receipt button.
Page 150 of 178
User Guide
Cashiers
8.0 Screen Messages
Page 151 of 178
User Guide
Cashiers
8.1 Introduction to Screen Messages

Screen messages appear on the POS in the Transactions and Messages area, as shown in
the image below.
Screen messages in the Transactions and Messages area either display information that the
Cashier needs to know to continue processing their current task or display errors that have
occurred on the POS.
Page 152 of 178
User Guide
Cashiers
8.2 Information Messages

This section will describe the key information messages displayed on the POS and any action
that should be taken in response to them.
These messages are displayed during sign on and sign off to prompt the Cashier to enter
their Cashier number.
Result: The POS is waiting for the Cashier to enter their Cashier number.
Action: Enter the Cashier number.
These messages are displayed during sign on and sign off to prompt the Cashier to enter
their Cashier password.
Result: The POS is waiting for the Cashier to enter their Cashier password.
Action: Enter the Cashier password.
This message is displayed during sign on to prompt the Cashier to enter an opening float.
Result: The POS is waiting for the Cashier to enter the float amount.
Action: Enter the float value.
Page 153 of 178
User Guide
Cashiers
This message is displayed during sign off to prompt the Cashier to declare the end of shift
cash declaration.
Result: The POS is waiting for the Cashier to enter the cash declaration.
Action: Enter the float value as the cash declaration.
This message is displayed when confirmation is required for the latest entry.
Result: The latest entry requires confirmation.
Action: Confirm that the latest entry is correct and select the Yes Repeat button.
The POS system detects that a new receipt paper roll has to be inserted.
Result: If the Cashier does not insert a new receipt roll, the receipt printer is deactivated and
certain functions cannot be executed.
Action: Replace the receipt roll and then select the C button.
Page 154 of 178
User Guide
Cashiers
This message always appears whenever the POS is working and is not ready to accept an
input.
Result: No inputs should be made at the moment.
Action: Wait until the display message changes.
This message is displayed at 23.55 and indicates that the time for the Accounting EOD
process is approaching.
Result: The POS is waiting to run the EOD.
Action: Finalise transactions and close all shifts before midnight to allow the EOD to run.
Page 155 of 178
User Guide
Cashiers
This message is displayed after the Accounting EOD has finished and indicates that the
Cashier can open a new shift.
Result: The Accounting EOD has run successfully.
Action: Select the Yes Repeat button, then open a new shift.
This message is displayed when the cash drawer limit is reached to indicate that a safe drop
needs to be performed.
Result: The POS is waiting for a safe drop to be performed and will continue to display the
warning message after every transaction until a safe drop has been performed.
Page 156 of 178
User Guide
Cashiers
Action: Perform a safe drop using the Safe Drop button as soon as the area is safe and
secure.
This message is displayed to indicate that a fuel price change is due within the next 30
minutes.
Result: The fuel prices shown on the message will be updated at the indicated time.
Action: The Cashier should select the Yes Repeat button to close the message. The Cashier
should ensure that they change the fuel price on the price poles within 30 minutes.
Page 157 of 178
User Guide
Cashiers
This message is shown when a fuel price has changed on the POS. A message will be shown
for each fuel that has a new price.
Result: The price of the fuel shown on the message has changed.
Action: The Cashier should select the C button to close the message.
The Cashier has entered an item into the POS which is on promotion. The first message
indicates a two for one promotion. The second message indicates a buy one, get one
free offer.
Result: If the Customer buys another item and qualifies for the promotion, the discount will be
applied to the transaction when it is totalled.
Action: The Cashier should tell the Customer that they have chosen an item which is part of a
promotion and explain what needs to happen in order to qualify for it.
Page 158 of 178
User Guide
Cashiers
8.3 Error Messages

This section will describe the key error messages displayed on the POS and any action that
should be taken in response to them.
The Cashier is using a non-existent Cashier number to sign on.

Result: The POS is waiting for the correct Cashier number to be entered. The Cashier has not
signed on successfully.
Action: Select the C button. Then enter the correct Cashier number.
The receipt printer cover has not been closed correctly.

Result: Printing is not possible.
Action: Close the printer cover firmly.
There was an error when the Site Manager tried to stop the pumps.
Result: Not all the pumps are stopped.
Action: Stop the pumps again.
The Cashier has entered the wrong Cashier number when signing off.
Page 159 of 178
User Guide
Cashiers
Result: The Cashier number has not been accepted and the Cashier has not successfully
signed off their shift.
Action: Select the C button. Then enter the correct Cashier number.
The receipt printer roll is empty and needs to be replaced.

Result: The receipt printer is deactivated for subsequent transactions and receipt printing is no
longer possible.
Action: Replace the receipt printer roll and then select the C button to confirm that it has been
inserted.
An incorrect password was entered during sign on or sign off.

Result: The Cashier cannot access the POS.
Action: Select the C button. Then enter the correct Cashier password.
Page 160 of 178
User Guide
Cashiers
9.0 Maintenance
Page 161 of 178
User Guide
Cashiers
This section of the user guide introduces the key tasks involved in maintaining the POS to
make sure that all components are fully functional.
9.1 POS Maintenance

This section will describe the Cashier tasks involved in maintaining the POS and its
components.
9.1.1 The POS Beetle
The POS beetle is the hardware component that runs the POS system. Refer to section 1.2 to
learn more about the functions of each POS component.
9.1.1.1 Safety Guidelines
The Cashier should not attempt to repair the POS Beetle. It should only be repaired by
authorised qualified personnel. Unauthorised opening of the device and attempting to repair
it is a safety risk, and could invalidate warranty and liability agreements.
Ensure that no foreign objects (for example, paper clips) find their way into the device, as
this may lead to electric shocks or short circuits.
Never plug in or unplug data communication lines during a thunderstorm.
Ensure that the device is protected from vibrations, dust, moisture and heat.
Ensure that the ventilation slots of the power supply are unobstructed so that the equipment is
sufficiently ventilated.
Page 162 of 178
User Guide
Cashiers
In emergencies (for example, damaged housing, damaged power cable, penetration by
liquids or foreign bodies), the device must be switched off immediately. The power plug
should be disconnected and support services should be notified.
9.1.2 Cleaning the POS Beetle

The Cashier should clean the Beetles ventilation opening with an old toothbrush at regular
intervals. The Beetle surface can also be cleaned with suitable plastic-surface cleaner,
ensuring that no liquid enters the device.
9.1.3 The Touch Screen
The POS touch screen has a glass screen with a transparent, thin film overlay on the surface.
This is fully sealed and protected by an additional layer of clear glass. Refer to section 1.2 to
learn more about the functions of each POS component.
9.1.3.1 Operating the Touch Screen
Buttons on the POS are selected by touching the relevant area on the touch screen.
The touch screen responds to the slightest touch. . It is not necessary to apply pressure when
operating the touch screen.
Page 163 of 178
User Guide
Cashiers
The touch screen does not respond if touched with
a pen or pencil
a fingernail
an oily finger or
a glove.
9.1.3.2 Cleaning the Touch Screen

The glass surface of the touch screen is dirt resistant, so only needs to be cleaned
occasionally.
Use a glass cleaning cloth to wipe any dirt off the screen so as to avoid scratching.
9.1.4 The Receipt Printer
The receipt printer prints customer receipts as well as important documents e.g. the Pump
Test evidence slip and the Cashier Z slip. Refer to section 1.2 to learn more about the
functions of each POS component.
Page 164 of 178
User Guide
Cashiers
9.1.4.1 Changing the Receipt Printer Roll
The following instructions will explain how to change the receipt printer roll.
Instructions
Step 1: Open the printer cover by pressing the OPEN button on the operator panel.
To place the cutter in the home position, the Cashier should lift the printer and
turn the green wheel on the underside of the printer towards the front side of the
printer as far as it will go.
The printer cover should only be opened when the cutter is in its home position
to avoid causing damage to the cutter or the cover. If an error occurs, the cover
should not be forced open.
Step 2: Remove the empty paper roll and any residual paper.
Step 3: If necessary, clean the print head and the rubber roller. (see Section 9.1.3.3)
Step 4: Unwind the outer layer of the paper roll.
Step 5: Check that the thermal layer is on the correct side of the paper roll.
Before inserting a paper roll, the Cashier should check whether the thermal layer
is on the inner side or outside of the roll. If the Cashier scratches with their
thumbnail on both sides of the paper, a black mark will indicate the thermal
layer. This test determines in which direction the paper has to be unrolled.
Page 165 of 178
User Guide
Cashiers
Step 6: Insert the paper roll. Lay the unwound paper over the front edge of the printer.
Step 7: Hold down the paper and close the printer cover. Press on the middle of the cover
until it locks into place.
Step 8: Tear off any residual paper at the tear-off edge.
9.1.4.2 Removing Paper Jams
The following instructions will explain how to remove paper jams from the receipt printer
roll.
Instructions
Step 1: Open the printer cover by pressing the OPEN button on the operator panel.
Step 2: Carefully pull the paper out of the paper feed.
Step 3: Check the paper transport path and remove any paper scraps.
9.1.4.3 Cleaning the Print Head and Rubber Roller
The print head and the rubber roller should be cleaned at least once a month.
Page 166 of 178
User Guide
Cashiers
Instructions
Step 1: Open the printer cover and remove the paper roll. The rubber roller and the print
head mechanism should then be visible.
The Cashier should allow the print head to cool down before cleaning it.
Step 2: Clean the print head and rubber roller with a soft lint-free cloth moistened with pure
Isopropyl alcohol.
Step 3: Visually inspect the print head. If dirt is still visible, the cleaning procedure must be
repeated. The relevant and important thermal element zone can be identified by the thin line
crossed by wires.
The Cashier should ensure that their fingers do not touch the rubber roll and that
the paper end sensor is not damaged while the print head is being cleaned.
Step 4: While cleaning, turn the rubber roller by hand with the lateral gear wheel. Make sure
that the entire roller is cleaned.
Wait until the isopropyl alcohol has evaporated before inserting a new paper
roll.
Page 167 of 178
User Guide
Cashiers
Step 5: Insert a new paper roll and close the cover (see section 9.1.3.1).
Step 6: Print out a self test printout (see section 9.1.3.4).
9.1.4.4 Performing a Self Test Receipt Printout
The Cashier should test that the receipt printer roll is working correctly before using it to print
Customer receipts.
Instructions
Step 1: Turn off the printer. Press the On/Off button for at least one second.
Step 2: Push the FEED button while turning on the printer.

Step 3: Press the FEED button twice quickly to select the self test.
Step 4: Press the same button for more than one second to start printout. Verify the printing
quality, checking for density, alignment and consistency.
Page 168 of 178
User Guide
Cashiers
9.1.5 The Customer Display
The customer display is the component of the POS that the Customer is able to view. It
displays welcome messages and sales amounts.
9.1.5.1 Cleaning the Customer Display
It is important to ensure that the customer display is regularly cleaned.
The Cashier should wipe the customer display with a damp cloth as required. Solvents must
not be used under any circumstances as they may damage the plastic
.
Page 169 of 178
User Guide
Cashiers
10.0 Further Support
Page 170 of 178
User Guide
Cashier
10.1 Technical Support

The Wincor Nixdorf Helpdesk is the correct contact for ALL true technical problems on POS
or RP BOS or the HHT, i.e. a function is not working, but you know it has worked before.
Please call the toll-free number: 0800 000 550
The support language is English only, due to the overseas location.
Remember to always ask the Helpdesk for an issue ticket and write it down.
Contact your Territory Manager or Regional Superuser (first) for any queries relating to
understanding the POS functions that cannot be answered by the User Guide but not the
Helpdesk.
10.2 Power Protection

The APC Back-UPS device is the electrical power protection and surge protection unit for
every POS.
As part of your daily routine you should check the indicator lights on each of the devices as
listed below.
Ideally, the green ON LINE light should be on.
In case of the red OVERLOAD or REPLACE BATTERY light you should log a call with the
Helpdesk to have the UPS serviced.
In case of the yellow ON BATTERY light, there is currently a power outage on site or at least
on the POS circuit.
The UPS will send a regular sound warning: 4 beeps every 30 seconds.
The POS will also show a typical Windows warning message as shown below.
Page 171 of 178
User Guide
Cashier
If there is a generator on site it should kick in or it will have to be activated immediately. If

there is no generator or it fails, you have only 5 minutes to close down the shift in an
orderly fashion, take out the cash drawer and then shut down the POS (under More
Functions Close POS Shutdown POS).
Important: First close the shifts and shutdown the Slave POSs (POS02, 03, ...), then finally
close the shifts on and then shutdown the Master POS (POS01), if it is also affected by the
power outage, as the last step! Please ensure you know exactly which POS is the Master
POS and call the helpdesk immediately if in doubt.
Page 172 of 178
User Guide
Cashier
Page 173 of 178
User Guide
Cashier
11.0 Glossary
Page 174 of 178
User Guide
Cashier
The glossary provides a summary of the important terms and common abbreviations in this
course.
11.1 Abbreviations
BOS Back Office System
EOD End of Day
EOS End of Shift
HHT Hand Held Terminal
MOP Method of Payment
MWS Manager Work Station
POS Point of Sale
RP Red Prairie
RP BOS Red Prairie Back Office System
SEL Shelf Edge Label
UOM Unit of Measure
UPS Uninterruptible Power Supply
WN Wincor Nixdorf
11.2 Common Terms

Article Key This is a button on the POS linked to a single item or group of items. A Cashier
can select an Article Key as a quick way of entering a product into the Transactions and
Messages area.
Article Number This is the number linked to a shop item. You can enter a shop item into
the POS by entering this number using the keypad.
Accounting End of Day This is the automatic process started by the POS which involves the
transfer of data from the POS to the Back Office System (BOS). This occurs once a day, at
midnight.
Page 175 of 178
User Guide
Cashier
Bank Deposits This refers to the movement of cash in the Site System from the site to the
bank.
Beetle This is the computer that runs the POS system.
Cash Drawer Check This term refers to the management task on the POS which compares
the physical cash in the cash drawer with the cash that has been recorded on the POS.
Cashier Z Slip This is the report which is automatically created and printed at the POS
when the Cashier enters their declaration at the end of the shift. The report shows the
Cashiers signing on and off times and the sales generated during their shift. The
Retailer/Site Manager should use this information to fill in the Cash Up Sheet.
Cash Declaration This is the amount of cash left in the till at the end of a Cashiers shift,
which the Cashier registers on the POS as part of shift sign off.
Components All physical parts that together form the Point of Sale. The components of the
new Point of Sale are the touch screen, barcode scanner, receipt printer, cash drawer, beetle
and customer display.
Convenience Retail Convenience Retail, often referred to as CR, means all the Select store
or shop items and includes the different merchandise categories therein, even a bakery on a
few sites.
Crossover Transaction A crossover transaction happens when a Customer pays for
another Customers fuel in error. A Cashier should book the remaining amount to the
Crossover button on the POS.
Declaration This means to confirm something, for example, the amount of cash in the till.
Drawer Events This refers to cash movements into or out of the POS cash drawer.
End of Shift (EOS) This is the time when a shift ends.
Filling Position This is a position on the forecourt, in front of a pump, where a Customer
parks their vehicle for refuelling.
Forecourt Device This refers to the devices on the forecourt which the Retailer/Site
Manager can control from the POS. Examples of forecourt devices include pumps and tank
gauges.
Page 176 of 178
User Guide
Cashier
Fuelpoint One fuelpoint equals one filling position, so one pump usually offers two
fuelpoints. For example, four islands with one pump per island equals eight fuelpoints.
POS This is the term for the group of system components operated by the Cashier in the
shop. It includes a touch screen, scanner, receipt printer and cash drawer.
Method of Payment (MOP) This means the way that a Customer pays for their purchase.
Examples of methods of payments are cash, credit card, and Local Account card.
Pay In This means any money that is put into the POS cash drawer which is not part of a
transaction.
Pay Out This means any money that is taken out of the POS cash drawer which is not part
of a transaction.
Promotion This means a special offer on items in the shop, for example, a Buy one, get
one free offer.
Prompted This is when a message in the Transactions and Messages area advises the
Cashier to make an offer to the Customer or to enter something into the POS, e.g. their
password, or to select a button before they can continue with what they were doing.
Red Prairie BOS (RP BOS) This system is used by the Retailer/Site Manager to do back
office tasks including user maintenance and stock control.
Resume This means to start again from the same place where you paused or took a shift
break.
Reversal This term refers to the refund of a fuel item, through the cancel ticket function.
The fuel item is only transferred from the Transaction and Messages screen and either added
to another transaction or paid for using a different method of payment.
This is a Retailer/Site Manager task only.
Safe drop This is when cash is deposited into the Keyless Banking Safe, from the POS cash
drawer or the Cash Counting machine.
Split Payment This refers to a transaction where a Customer pays using two different
methods of payment e.g. card and cash. A Local Account fuel card cannot be used as a
method of payment in a split payment transaction.
Page 177 of 178
User Guide
Cashier
Transactions A sale or a refund which will produce a receipt slip.
Transferred When information is passed on, for example from the POS to the BOS.
Voiding This is when a Retailer or Site Manager removes a shop item from the
Transactions and Messages window. This might be done if the Customer changes their mind
about buying the item before they have paid.
Page 178 of 178

GSS SA UserGuide Cashiers 6.0

Hochgeladen von

Dokumentinformationen

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

GSS SA UserGuide Cashiers 6.0

Hochgeladen von

Copyright:

Verfügbare Formate

User Guide

Training & Facilitation Techniques - Disclaimer

1.0 Introduction to the Point of Sale

1.1 What is a POS?

1.2 The POS and its Components

2.0 Navigating Around the POS

2.1 The Main POS Screen

2.2 Balance and Emergency Stop Area

2.3 Cashier Status Area

2.4 The Keypad

2.5 Functions Buttons Area

2.6 Pump Status Area

2.7 Transactions and Messages Area

2.8 Transaction Buttons on the Main POS Screen

The Item button is used to enter an items barcode.

The Void Line button is used by the Retailer/Site Manager to cancel a

The No button is used to respond to screen messages. The Cashier can

The Total button is used to add up the value of a transaction.

The Cash button is used to process a cash transaction

2.9 The Card Payment buttons

2.10 The Fuelpoint Window

2.11 The Pump Control Window

The Print Forecourt button is used to print off information regarding

The Nozzle Administration button can be used by the Retailer/Site

2.12 The More Functions Window

The Till Receipt On/Off button is used by the Retailer/Site Manager to

The Refund button is used by the Retailer/Site Manager to process

The Void Trans button used by the Retailer/Site Manager to void an

The Electr. Journal button is used by the Retailer/Site Manager to open

2.13 The More Methods of Payment (MOPs)

The Drive Off button is used to assign a transaction to a drive off if a

The Pump Test button is by the Retailer/Site Manager to assign a

The Cross Over button is used to assign a transaction to a crossover.

2.14 The Article Keys Window

3.0 Managing Shifts on the POS

3.1 Signing onto a Shift

Step 1: Select the More Functions button on the POS.

3.2 Entering a Float

Step 2: Select the Yes Repeat button to confirm the entry.

3.3 Pausing a Shift

Step 3: Select the Yes Repeat button to confirm the break.

3.4 Resuming a Shift

3.5 Shift Close Process

3.5.2 End of Shift Cash Declaration

3.6 Introduction to Accounting End of Day

4.0 Cash Management

Doing Pay Ins on the POS

4.1 Introduction to Cash Management

This reason button is used when cash is being moved from

This button is used as needed by the Retailer/Site

Drive Off Repaid

This button is used if a Customer returns to pay for a fuel

It is only possible to do a Pay In using cash.

4.3 Pay Out

This reason button is used when cash is being moved from

Ad Hoc Cash Out

This reason button is used as needed by the Retailer/Site

Third Party Payments

This reason button is used for third party transactions. For

4.3.2 How to Do a Pay Out

4.4 Safe Drop

5.0 Fuel and Forecourt Management

5.1 The Fuelpoint Buttons

5.2 Showing all Fuelpoints or Showing a Set of