Global Preferences

 

Back Office >Administration > Global Preferences

 

Description

 

This menu item is used to configure settings that are applicable to all installations of SwiftPOS that are connected to the same database. Most other settings found in SwiftPOS are stored locally in XML files and are specific to workstations.

 

To Be Considered

 

  • OAuth 2.0 is currently NOT supported for Gmail and Microsoft Office 365 email.

 


Global Preferences

 

 

This screen is accessed from here.

 

Product/Suppliers Tab

 

This tab is used to configure the Global Preferences/Settings with regards to Products/Suppliers.

 

  • Last PLU Number - Displays/Enter the last PLU number used when creating a Product. If a site sets up different types of Products in different PLU ranges then they could easily enter the first number in the range here, ensuring that when new Products are created then the next available PLU will be assigned to the new Product.
  • Increment Last PLU Number By - Displays/Enter the increment to be added to the last PLU number used when creating a new Product. For example, entering a value of 5 here will ensure the next Product is created with a PLU number that has a gap of 4 PLU numbers between it and the last PLU number used. This allows Products to be inserted in the future. The default is 1. Note : When copying an existing Product the Last PLU Number will only be incremented by 1 and NOT the value specified here.
  • Last Order Number - Displays/Enter the last Purchase Order number used when creating Purchase Orders. Enter any numeric value here to ensure the next Purchase Order created will be assigned to the next available number in a consecutive sequence.
  • Cost Variation Warning - Displays/Enter the cost variation as a percentage to ensure that when posting a Supplier Invoice and the new cost of a Product exceeds the specified percentage a warning is displayed to the user. Note : 5% is entered as 0.05.
  • Supplier Freight Tax Rate - Displays/Enter the rate of Tax which is applied to Freight costs when processing Supplier Invoices.
  • Security Restricted Date Range (days) - Displays/Enter the number of days digital video recordings (DVRs) are kept for the purposes of security searches. Note : If a DVR is only able to keep 7 days of recorded video, then it is pointless to set this to anything other than to 7 or less.
  • Group/Category Search Field - Select from the drop down list the field in which the cursor will be initially placed when initially loading the Search Categories and Search Product Group screens.
  • Prompt for Product Range Price Change - Select to ensure that a prompt below will be displayed requiring confirmation that the Price Changes made should also be applied to all other Products in the same Product Range of the currently selected Product:

 

For example : If all Ready To Drink (RTD) cans are in a Product Range called RTD, then as soon as Price on one Product is changed then the above prompt will be displayed. When Continue With Change is selected then the changed Price will be applied automatically to all other Products in the same Product Range.

 

  • CDC (Cashless Debit Card) Restricted Family - Select from the drop down list the Family that contains the Products that CANNOT be sold when finalising a sale with a CDC.
  • Prompt for Supplier Invoice total first - Select to ensure the entry of an Invoice Total prior to adding Products to a Supplier Invoice.
  • Prompt for Supplier Invoice date Last - Select to ensure a confirmation prompt is displayed to confirm the Invoice Date when an Invoice is saved.
  • Product Descriptions in Upper Case - Select to ensure that Product Descriptions entered/changed will be converted to upper case.
  • Allow Post to Closed Period - Select to allow the posting of Supplier Invoices to a closed trading period. Note : This will adversely affect Multi Period reports.
  • Only Send Promotional Changes - Select to ensure only Specials/Promotions and Happy Hours changes are sent to Touch terminals. If selected this will mean that any Product changes will NOT be sent automatically to SwiftPOS Touch terminals, but rather as part of the End of Day process. Likewise, if the Poll for Updates Interval setting (for the Connect Service) is set to zero, then updates will also NOT be sent automatically. This feature is originally designed to mitigate Product changes from going out to the Touch terminals during busy periods. Happy Hours and Specials/Promotions can now also be configured days in advance.
  • Only Send Scheduled Price Level Changes - Select to ensure Scheduled Price Level Changes are sent to Touch terminals. This option when selected functions in the same way as the Only Send Promotional Changes option above, except it now applies to Scheduled Price Level Changes.
  • Use Global Cost Price - Select to ensure the Product Cost Price WHEN CHANGED in one Location will result in a Global update of all other Locations regardless of the Location Group (Venues) and they are assigned to. Note : When selected this setting will override the Track Individual Location Costs setting. That is, it will disable this setting.
  • Set New Products Active in Visible Locations Only - Select to ensure that when adding new Products in the SwiftPOS Back Office, these will be set to Active for all Locations that the currently logged in Clerk/Staff Member has the authority to access (ie. they are visible to the Clerk/Staff Member).
  • Automatically add Barcodes based on Product Code - Select to ensure that when a Product is added/edited and saved, a check is done to see if it has a Barcode assigned to it. If not, a Barcode is added based on the Product Code. Note : A Barcode will only be assigned automatically when the Product Code is numeric and 8 or more digits long and not the same as the PLU Number.
  • Enable Location Based Suppliers - Select to ensure Supplier Records can be created and maintained at Location level. Note : The Security Group settings will need to be configured appropriately, so that access to Parent Suppliers are limited to Head Office Staff, as opposed to Location based Staff. The screenshot below provides an example of the Security Group settings for Supplier Records for Location based Security Groups. Also, when importing Invoices and Enable Location Based Suppliers is selected, the Products displayed when matching Invoice Items will be restricted to only those Products that are Active in the selected Location and assigned to the selected Supplier.

 

  • Prompt for Product Code/PLU when copying a Product - Select to ensure that when the Copy button is selected in the Product Full Edit screen, a prompt similar to the following will be displayed, enabling the entry of Product Code, PLU and Description for the new Product:

 

  • Max. Product Image Size - Select from the drop down list below the maximum size allowed when adding/importing Product Images. Note : Adding/Importing large image sizes will result in an increase in the SwiftPOS Database and the size of updates going to the SwiftPOS Touch Terminals. This can have an impact on performance.

 

 

The default size is 250x250.

 

  • Disable Category Web Links at POS - Select to disable Category Linking at SwiftPOS Touch terminals (POS) and thus is ONLY enabled for Web Links. Default is OFF.
  • Save Labels Locally - Select to ensure that Labels are saved Locally. Note : It is recommended that when using the Advanced Host Integration feature this option is NOT selected. This will ensure that Products requiring Labels to be generated are saved as part of the SwiftPOS database, and will also ensure that the Retrieve button is visible in the Product Labels and Product Labels Wizard screens and ensures Products that have been flagged as requiring Labels to be generated can be retrieved and be used to populate the grid in either of the screens.
  • Enforce zero value bonus Stock - To be continued ...
  • Nutrition Name - Displays/Enter the label to be displayed for nutritional information set against a Product. The name entered here will be displayed here.
  • Group Combo Items by their Print Group - Select to ensure Combo Items in an Order are grouped according to their individual Print Groups and NOT according to the Combo Product's Print Group. When selected both Kitchen Dockets and the KVS will affected. For Example:
     

KITCHEN DOCKET

KVS

With Option NOT Selected

With Option Selected

With Option NOT Selected

With Option Selected

 

 

Footer

 

  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Close - Select to exit.

 


Batch Reports/Service Email Setup Tab

 

 

This tab is used to configure the Global Preferences/Settings with regards to Reports and Batch Reports.

 

Email Server Account Settings Section

 

  • Outgoing mail server (SMTP) - Displays/Enter the domain name (host) or IP address of the Outgoing mail server (SMTP) that will email Batch Reports. For example : mail.swiftpos.com.au. or 192.168.1.100. A maximum of 100 characters can be entered.
  • User Name/Password - Displays/Enter the User Name and Password. If an Exchange Server is being used, then the Username entered must include the domain name and Username. For example: Samford\User1. Note : The Username/Password may not be required if the email server being used allows for anonymous logins. Check with your ISP.
  • Port - Displays/Enter the port number for the Outgoing mail server (SMTP) connection. Port 25 is generally the default SMTP port.
  • SSL Encryption - Select to ensure SSL encryption is to be used when sending emails.
  • Send Delay (milliseconds) - Displays/Enter the time delay before sending emails. A value of 0 indicates emails will be sent immediately.
  • Test eMail - Select to send a test email to a specified email address, using the settings configured above.

 

Service Alert Account Settings Section

 

  • Sender Name - Displays/Enter the name that will appear in the From field of an emailed Batch Report.
  • Email Address - Displays/Enter the email address that will appear as the return email address of an emailed Batch Report. This has to be a valid email address on the email server that is sending the emails.
  • To - Displays/Enter the email address(es) to which service emails will be sent. Multiple addresses should be comma separated.
  • Cc - Displays/Enter the email address(es) to which service emails will be copied. Multiple addresses should be comma separated.
  • Bcc - Displays/Enter the email address(es) to which service emails will be blind copied. Multiple addresses should be comma separated.
  • Sender Domain - Displays/Enter the fully qualified Domain name for the sending of email alerts, etc.
  • Message - Displays/Enter the default message that will be sent out as part of the body of emails sent.
  • Email Errors - Select to ensure emails are sent whenever an error is encountered.
  • Email Warnings - Select to ensure emails are sent whenever a warnings is encountered.
  • Email Failure Audits - Select to ensure emails are sent whenever an audit failure is encountered.
  • Email to the Developers - Select to ensure a copy of all emails are sent to the SwiftPOS Developer team members. Note : This option will require a Daily Code to enable.
  • Limit per Hour - Set to limit the number of Service Alert emails generated. This can help to avoid a situation arising where hundreds of emails are generated as a result of an issue with services.

 

Batch Reports Account Settings Section

 

  • Sender Name - Displays/Enter the name that will appear in the From field of the email.
  • Email Address - Displays/Enter the email address that will appear as the return email address of the emails. This has to be a valid email address on the email server that is sending the emails.
  • Message - Displays/Enter the default message that will be sent out as part of the body of emails sent.
  • Text Only Email - Select to ensure the body of emailed Batch Reports will be sent in plain text. Unselect to ensure it will be sent in rich text format, that is the text will be properly formatted. Note : The Batch Reports themselves will retain the formatting of the File type selected when they were setup.
  • Royalty Value (%) - Displays/Enter the Royalty/Franchise value. The value entered here is used in conjunction with the Royalty Fee as reported in the Key Performance Indicators report for Franchise Reporting.
  • Advertising Value (%) - Displays/Enter the Advertising value. The value entered here is used in conjunction with the Advertising Fee as reported in the Key Performance Indicators report for Franchise Reporting.
  • Timeout (secs) - Displays/Enter the timeout for Batch Reports. If a Batch Report has not finished retrieving all of the required data within the specified time, the report processing will be aborted and no report will be generated.
  • Report Graphic - Select Set to include a graphic (for example a Logo) in the top left hand corner of Reports. Select View to view the current graphic, and Clear to remove the current graphic. Size is 350px x 350px. Note : All reports will report the selected graphic once set. However, there are a selected number of reports that will instead report the graphic set at the Location Group (Venue) level. A list of these reports can be found here.

 

Survey Account Settings Section

 

  • Sender Name - Displays/Enter the name that will appear in the From field of the email.
  • Email Address - Displays/Enter the email address that will appear as the return email address of the emails. This has to be a valid email address on the email server that is sending the emails.
  • Select from the drop down list one of the following:

    • Use Member Classification Setting Only - Select to ensure that the Bank Details appearing on Member Statements is determined by the setting in the Member Classifications screen.
    • Location Groups (Venues) - Select to ensure the Bank Details appearing on Member Statements is determined by the selected Location Group's (Venues) Bank Details information. This option should be selected when the Member Classification's setting is set to the default value of <<ALL>.


  • SQL Report Server URL - This is the URL of the SQL Report Server.
  • Ticket 1237 - If web reports is enabled (the web reports URL in global config is not empty) then I call our own report service to get the list of reports from SSRS. This achieves 2 things in one go, keeping WebApps awake and keeping SSRS awake. If web reports is not enabled but WebApps is then I just request the login page. The default interval is 5 minutes. Please test if this default interval is frequent enough on your machines to ensure everything remains fast.

 


Members Tab

 

 

This tab is accessed from here.

 

Member Options Section

 

This tab is used to configure the Global Preferences/Settings with regards to Customer/Members.

 

  • Default Credit Limit - Displays/Enter the default credit limit for Customers/Members/Accounts. The limit entered here will be applied when the Customer/Member is set to active.
  • Default Account Active Range - Displays/Set the default in years. Once set, all new Customers/Members created, will have an Active To date set to based on the value entered here.
  • Last Member No - Displays/Enter the last Member number assigned. When creating new Customer/Members this number will be retrieved to determine the next available Customer/Member number. Note : This number is only retrieved when creating Members in the SwiftPOS Back Office. For Members created at the SwiftPOS Touch terminals, the Last Member Number here is retrieved.
  • Use Alternate ID for Legacy NetPOS, QUEST Sales and FBI only - Select to ensure that when sales are processed, matching will be attempted using the Customer/Member's Alternate ID first and if there is no match, it will try and match using the Member Number. This is only used in sites where a Gaming Member Number (Alternate ID) is used that is different from their Member Number.
  • Max. Member Image Size - Select from the drop down list below the maximum size allowed when adding/importing Member Images. Note : Adding/Importing large image sizes will result in an increase in the SwiftPOS Database and the size of updates going to the SwiftPOS Touch Terminals. This can have an impact on performance.

 

 

The default size is 350x350.

 

  • Last Alternate ID - Displays/Enter the last Alternate ID assigned and is used when creating a new Customer/Member. This number will be retrieved to determine the next available Alternate ID.
  • Aged Balance Format - Select either 7-14-28 Days, 30-60-90-Days or 1-2-3 Months format. This setting affects the how aged balances are reported. For example in the Aged Balances report and Account Statements.
  • Save Changes - Select to ensure that all changes to Customer/Member Details are saved and therefore available for exporting to a 3rd party Membership system. Note : Also, select if the Inherit Parent Financial Date option is selected and in use in Linked Members.
  • Points Calculation - Select from the drop down list one of the following options:

 

  • Points Per $ - Select to ensure the calculation of the Loyalty Points awarded to a Customer/Member is based on the $ value purchased.
  • Fixed Points Value - Select to ensure the Loyalty Points awarded to a Customer/Member is based on the Fixed Points Value set against each Product. Selecting this option will invoke the Product Points Wizard (see below) to enable the setting of Fixed Points Value against each Product.


 

The wizard calculates Fixed Points Value based on the current Points per $ value and multiples by the dollar value of the Price Level rounding up or down respectively. For example : $5.60 = 6 Points and $4.35 = 4 Points.


 

  • Barrel Draw - Select from the drop down list one of the following:


    • << None > - Default. Select to ensure the Barrel Draw Promotions is not activated.
    • $ Value - Select to ensure the Barrel Draw is activated and is based on a dollar value purchased.
    • Quantity - Select to ensure the Barrel Draw is activated and is based on the quantity of Products purchased.


  • Record Birthdays By - Select from the drop down list one of the following to ensure points are awarded to Customer/Members on entry if the Birthday check is confirmed. Click here for an example of Birthday Voucher setup. Select from the drop down list one of the following:

 

Select to ensure points are awarded as follows:

  • By Location - Birthday Points will be awarded once per Location per day on each visit.
  • By Location Group - Birthday Points will be awarded once per Location Group (Venue) per day regardless of the number of visits to each of the Locations within the Location Group.
  • System Wide - Birthday Points will be awarded once per day regardless of the number of visits.

 

 

  • Hide Back Office Invoice Points - Select to ensure Customer/Member Loyalty Points will NOT appear on Invoices printed from SwiftPOS Back Office.
  • Record Entry Validation By - Select from the drop down list one of the following:

 

Select to ensure points are awarded as follows:

  • By Location - Visitation Points will be awarded once per Location per day on each visit.
  • By Location Group - Visitation Points will be awarded once per Location Group per day regardless of the number of visits to each of the Locations within the Location Group.
  • System Wide - Visitation Points will be awarded once per day regardless of the number of visits.

 

 

  • Legacy Membership Receipting - Determines whether the Legacy System PLUs for Receipting Members (19800 20000) are kept locked as System PLUs.
  • Allow Points Pay per Product - Select to ensure that Points can be configured against individual Product Price Levels.

ePurse Ledger Type Section

 

  • Override Name - Displays/Enter the name that will replace the default names, that is ePurse1-5.
  • Liability/Expense - Select to indicate the GL assignment applicable. By default the Expense option is selected. Note : This feature was added to accommodate the Ozbiz Export and is used to indicate the correct Ledger assignment to ePurse accounts.
  • Cash/Points - Select to indicate whether the selected ePurse is to be a Cash or Loyalty Points type account. Default is Points.
  • Disabled - Select to ensure that the ePurse Account is not displayed at the SwiftPOS Touch terminal. Useful when not all ePurse Accounts are used.

 

NetPOS.Net Section

 

  • Displays/Enter the NetPOS.Net connection information.

 


Other Tab

 

 

This tab is accessed from here.

 

Custom Fields Section

 

  • Custom Fields 1-7 - The Custom Fields can be used to rename some of the fields in the Member Edit screen. Up to 7 custom fields can be renamed to represent specific data required by the establishment. These will also flow through the Software to other areas these Member fields are referenced like the Card Designer.
  • ABN/ACN/Company No - Displays/Enter the label of choice to appropriately describe a site's registered business number. For example ABN, ACN or Company No. Once set the label will be used to print on reports, invoices, etc.
  • Post/Zip Code PLU - Select from the drop down list of String PLUs the PLU created to enable the entering of the Customer's Post/Zip Code when finalising a sale. Once selected, and when the PLU is sold, then the Clerk/Staff Member will be prompted to enter the Customer/Member's Post/Zip code. This will then be added to the sale for reporting purposes. Note : If the POST CODE entry is not listed in the drop down list, make sure the Post Code PLU is set as a String PLU. For more information ...
  • Report Sales $ Value Breaks 1 - 5 - Displays/Enter the reporting $ value breaks required. Once set these will report the number of sales that fall within the break values set in the Weekly Sales with GP (SAL049) report when Show Detail is selected.

 

Data Changes Section

 

  • Log Data Changes - Select to ensure changes to data are logged. Note : If running SwiftPOS Back Office remotely on a slow network then this feature may need to be disabled. Also, this will need to be enabled to ensure Cost Price Auditing data is logged and displayed here.

 

Deadlock Retry Logging Section

 

  • Log Deadlock Retries - Select to log deadlock retries. Note : Any changes to the setting will require a restart of the SwiftPOS Back Office and all Services.

 

Terminal Cash Off Section

 

  • Gunnebo Cash Management - Select to enable Cash Offs for exporting to Gunnebo. This will also enable the entering/selection of the path where the Gunnebo Cash Offs (export) files will be saved. When a Z Report is run at a SwiftPOS Touch Terminal, Cash Off data will be written to the file path specified here. Note : When selected the Media Declaration at POS when resetting reports option will be disabled. Terminal Cash Offs will need to be enabled for the Location Group (Venue). Also, a Location/Path will need to be specified for the files returned by Gunnebo here.
  • None/Banking/Cash Book - Select from one of the following options:
    • None - Select if neither Banking or Cash Book is in use.
    • Banking - Select to ensure the Banking menu item is displayed in the Sales menu and therefore facilitate Banking. Note : When selected, the Merge Cash Offs feature will not be available. Also, any Cash Offs committed prior to this feature being enabled will not be available for Banking.
    • Cash Book - Select to ensure the Cash Book menu item is displayed in the Sales menu and therefore facilitate Banking.
  • Denomination Setup - Select to open the Denomination Setup screen.
  • Terminal Cash Off Variance Threshold ($) - To be continued ...
  • Cash Off Reason Code Group - Select from the drop down list one of the available Reason Code Groups. Note : Select <<NONE>> to ensure Clerks/Staff can enter custom reasons as opposed to selecting from a list of pre-defined reasons.

 

Invoice Receipt/Quote Numbers Section

 

  • Next Invoice Receipt # - Displays/Enter the next Receipt number to be used for the next sale finalised using SwiftPOS Back Office Invoicing.
  • Next Invoice Quote # - Displays/Enter the next quote number to be used for the next saved quote using SwiftPOS Back Office Invoicing.
  • Summarised Invoice - Select to produce a Tax Invoice Summary rather than a detailed Tax Invoice Statement.

 

Trading Period Dates Section

 

  • Use 12:00 AM for Batch Reports - Select if there is a requirement to run Batch Reports between midnight and the Start of Day trading time set below. When selected this will ensure that for the purposes of Batch Reports (only) the Start of Day time will be considered to be 12:00 AM. Therefore ensuring that any Reports run with the 'Yesterday' date range selected, will correctly retrieve yesterday's trading data. Note : This is only applicable in extreme cases where, for example, sites need to run reports for multiple venues before they have finished trading. For example, it can take up to 5 hours to process 2,000 reports for over 40 venues where Locations have staggered trading times and the reports are needed by 8am.
  • Start of Day - Displays/Enter the time of day, daily trading commences. By default the time is set to 6:00 AM to cater for sites that trade past midnight. 12:00 AM will indicate trading from midnight to midnight.
  • Start of Week - Displays/Enter the day that depicts the start of the week, in which weekly trading commences. By default the Start of Week is set to Monday.
  • Start of Year - Displays/Enter the month that depicts the start of the Financial year, in which annual trading commences. By default the Start of Year is set to January.

 

When the above (normal) settings are used the following reporting period will appear on reports:

 

 

GL Accounts Section


This section will display differently depending on the GL Interface a Venue is registered for. For example, the GL Accounts section will appear as follows for a site registered for the :

 

MS Dynamics Great Plains (GP) Interface

 

 

  • Code Format - Displays/Enter the format the GL Account Code needs to be formatted in for the relevant GL Export. Refer HERE for an explanation of the characters allowed when specifying the Account Code format.
  • Transfer Mapping - Select from one of the following options available:
     
    • Inventory<->Inventory - This is selected by default and should remain so unless there is a requirement to handle Inventory/Stock transfers between Location Groups (Venues). In which case the Inventory<->Clearing Account should be selected.
    • Inventory<->Clearing Account - Select to ensure Inventory/Stock transfers between Location Groups (Venues) generates a balancing journal. Note : Once selected, also ensure the Draw From, Transfer In and Transfer Out Media are mapped to an appropriate Clearing Account in the Settings screen of the GL Export being used. For example, for Microsoft Dynamics GP that will be the Clearing Accounts tab in Data Export > Data Portal > Microsoft Dynamics GP > Settings screen.

 

Examples Of Formatting

 

Formatting for the MS Dynamics Great Plains (GP) Interface caters to two types of Accounts:

  1. Imported Accounts - These are the Accounts that are added by importing the Chart of Accounts (COA). They are 4 characters in length and are then used as the first 4 characters of the GL Account generated when exported.
     

GL GL Interface

Example

Type

Account**

Location/Site

Department

Exported

Comments

MS Dynamics Great Plains (GP)

1

Format

XXXX

XXXXXX

XXX

XXXXXXXXXXXXX

 

Value

3161

003BGL

RES

3161003BGLRES

2

Format

XXXX

XXXXXX

XXX

XXXXXXXXXXXXX

Note : The GL Account WILL BE generated for export, but will most probably cause an error when importing into MS Dynamics GP.

Value

31612

003BGL

RES

31612003BGLRES

3

Format

XXXX

XXXXXX

XXX

 

Note : The GL Account will NOT be generated for export, as it does NOT comply with the GL Account Code Format.

Value

3161

003BG

RES

 

4

Format

XXXX

XXXXXX

XXX

 

Note : The GL Account will NOT be generated for export, as it does NOT comply with the GL Account Code Format.

Value

3161

003BGL

RE

 

 

  1. Alternative Accounts - These Accounts are added (via the Accounts Tab) to ensure an alternate GL Account is generated when exporting. These Accounts can be one of the following lengths:
     

Length

Format

Location/Site

Department

GL Account Exported

Comments

4

XXXX

BBBBBB

CCC

XXXXXBBBBBBCCC

Where XXXX, XXXX-YYYYYY and/or XXXX-YYYYYY-CCC is the MS Dynamics GP Account added as an Alternative Account. Note : The hyphen characters must be included. These will be removed when generating the GL Account for export.

BBBBBB is the Location/Site value configured against each Location.

CCC is the Department value configured against each Location.

11

XXXX-YYYYYY

003BGL

RES

XXXXYYYYYYRES

15

XXXX-YYYYYY-ZZZ

003BGL

RES

XXXXYYYYYYZZZ


For example:
 

Length

Alternate Account

Location/Site

Department

GL Account Exported

Comments

4

8540

003BGL

RES

8540003BGLRES

Once an Alternative Account has been added (via the Accounts Tab), they need to be assigned/mapped to the appropriate Accounts, that is via the Clearing Accounts, Sales Account, Inventory Accounts and Tax Accounts Tabs.

 

Also, A Product requiring Alternative Accounts to that of the Accounts currently assigned/mapped to the Product's Location/Master Group combinations (in the Tabs in the Settings screen), a separate Master Group will need to be created and the Product assigned to it. Also, once the Master Group has been created ensure the Alternative Account has been created and the Location/Master Group combinations (in the Tabs in the Settings screen) are correctly assigned/mapped.

11

8540-045ENT

003BGL

RES

8540045ENTRES

15

8540-045ENT-ZZZ

003BGL

GDY

8540045ENTGDY

 

Refer HERE for more information.

 

MS Dynamics 365 Business Central Interface

 

 

  • Enable Code Mapping - Select to enable the formatting of GL Account Codes to ensure the account codes generated by the export are in the format with the Venue's GL Account Code formattiong requirements. Once selected the Configure Mapping button will be enabled.
     
    • Configure Mapping - Select to open the GL Account Code Formatting screen and configure the required formatting of the GL Account Code appropriate to the Venue. Refer HERE for an explanation of the characters allowed when specifying the Account Code format.
       
  • Transfer Mapping - Select from one of the following options available:
     
    • Inventory<->Inventory - This is selected by default and should remain so unless there is a requirement to handle Inventory/Stock transfers between Location Groups (Venues). In which case the Inventory<->Clearing Account should be selected.
    • Inventory<->Clearing Account - Select to ensure Inventory/Stock transfers between Location Groups (Venues) generates a balancing journal. Note : Once selected, also ensure the Draw From, Transfer In and Transfer Out Media are mapped to an appropriate Clearing Account in the Settings screen of the GL Export being used. For example, for Microsoft Dynamics GP that will be the Clearing Accounts tab in Data Export > Data Portal > Microsoft Dynamics GP > Settings screen.

 

Refer HERE for more information.

 

Misc Section

 

  • Timezone - Select from the drop down list the default Time Zone to be used when creating Location Group (Venues).
  • DVR Type - Select from the drop down list one of the following:

    • None - Select when no Digital Video Recording (DVR) system is installed. This option determines the type of DVR system that SwiftPOS can interface to.
    • GeoVision - Select to set the DVR type to GeoVision. To setup GeoVision do as follows:

      • Set the DVR Type to GeoVision.
      • Then in Search Transactions you will now have a "Video" button on the toolbar.
      • Select a transaction and click the Video button, this will bring up the GeoVision viewer.
      • Right click in the blue area and select "Setup Login". Once you enter the information click "OK" and close the screen.
      • The next time you click the video button the viewer will cue the video ready for you to press the play button.
      • Camera Zones are setup in Terminal Records


Note : SwiftPOS Back Office currently only supports GeoVision systems.

 

  • PDT
    • Show movements for all clerks - Select to ensure the search screen which displays submitted movements for import will display movements for all Clerks, not just the logged in Clerk.

 

BPAY Section

 

 

Cloud Connectivity Section

 

  • Portal Location - Select from the drop down list the Location of the Order Away Portal. Note : This is only applicable when the SwiftPOS database is Live (Production) and the Location selected is NOT Australia.

 


SMS Tab

 

 

This tab is accessed from here.

 


Events

 

 

This tab is accessed from here.

 


Denomination Setup

 

 

This screen is accessed from here and allows users to setup currency denominations for use with Cash Declarations. Default denominations are included and should be suitable for all Australian Businesses/Venues.

#Denomination_Setup

  • New - Adds a new denomination record to the denomination setup screen, or select the drop down arrow and select Reset to Default Denominations.
  • Save - Select to save changes.
  • Undo - Select to undo changes made.
  • Delete - Select to delete the selected denomination, or select the drop down arrow and select Delete All to clear the grid.
  • Close - Select to exit.

 


GL Account Code Formatting Screen

 

 

Accessed from HERE and is used to configure the formatting of the GL Account Code for specific interfaces. Note : Currently this is only used by the MS Dynamics 365 Business Central Interface.

 

  • Interface - Select from the drop down list the GL Interface to which for which the formatting applies.
  • Venue - Select from the drop down list the Location Group (Venue) for which the formatting applies.
  • Sample Data - Displays/Enter the sample data for the Account No, Location Cost Centre and Venue Site ID.
  • Formatted Data - Displays the sample data entered based on the formatting configured in the grid below.

 

Grid
 

The grid displays the following:

  • Order - Displays the Order in which the elements will be exported.
  • Group Level - Displays the Account Code element to be formatted.
  • Code Format - Displays/Enter the formatting required. Refer HERE for an explanation of the characters allowed when specifying the Account Code format.
  • Column Name - Displays/Enter the name that will be given to the column in the exported file for the associated Account Code element (Group Level).

 

Formatting Characters
 

 

Examples Of Formatting

 

For MS Dynamics GP (Great Plains)

 

Example

Account**

Location/Site

Department

Configured Format

Exported

Comments

1

3161

003BNG

RES

XXXXXXXXXXXXX

3161003BNGRES

 

2

3161

003BNG

RES

XXXX-XXXXXX-XXX

316103BNGRS

The - in the Configured Format denotes the character in that position will be ignored. That is, NOT exported. As a result the GL Account Code will NOT be generated for export, as it does NOT comply with the GL Account Code Format.The GL Account Code generated IS NOT exported, as it DOES NOT comply with the GL Account Code length of 13 characters.

2

3161

003BNG

RES12

XXXX-XXXXXX-XXX

316103BNGRS12

The - in the Configured Format denotes the character in that position will be ignored. That is, NOT exported. The GL Account Code generated IS exported, as it DOES comply with the GL Account Code length of 13 characters.

3

3161

9003BNG

9RES

XXXX(-)XXXXXX(-)XXX

3161-003BNG-RES

The (-) in the Configured Format denotes the character in that position will be replaced with the character -

4

3161

9003BNG

9RES

XXXX(X)XXXXXX(X)XXX

31619003BNG9RES

The (X) in the Configured Format denotes the 9s are returned

5

3161

9003BNG

9RES

XXXX(a)XXXXXX(a)XXX

3161a9003BNaG9R

The (a) in the Configured Format denotes an a is inserted at the 5th and 10 position respectively.  Note : This may cause the Account Code generated to be truncated.

6

3161

9003BNG

9RES

XXXX-XXXXXX-XXX

3161003BNGRES

The - in the Configured Format denotes the character in that position will be ignored. That is, the 9s are NOT exported.

4

3161

9003BNG

9RES

XXXX(abc)XXXXXX(def)XXX

3161abc9003BNdefG9R

The (abc) and (def) in the Configured Format denotes abc and def are inserted at the 5th and 10 position respectively. Note : This may cause the Account Code generated to be truncated.

 

** The Account is sourced from the Dynamics GP Accounts column in the Accounts tab of the Settings screen.

 

For MS Dynamics 365 Business Central

 

Example

Account Code Elements

Format

Value

GL Account Exported

Comments

1

Account**

XXXX(-)

1234

1234-5678-9012

 

Location Cost Centre

XXXX(-)

5678

 

Venue Site ID

XXXX

9012

 

 

** The Account is sourced from the Account column in the Accounts tab of the Settings screen of the relevant GL Interface.

 


Related Topics

 

  1. Administration