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 - Product/Suppliers

 

 

This screen is accessed from here.

 

Product/Suppliers

 

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:
  
  

 

• 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.

 

 

• 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.
• Combos Follow Normal Product - 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:

Footer

 

• Save - Select to save changes.

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

 

---

Batch Reports/Service Email Setup

 

 

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

 

Email Server Account Settings

 

• 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

 

• 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

 

• 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

 

• 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

 

 

This tab is accessed from here.

 

Member Options

 

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.

 

 

• 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:

 

• Auto Allocate POS A/C Payment - Select to ensure the Auto Allocate Payment/Credit features available in the Accounts Payments screen are enabled. Note : This feature cannot be enabled if Linked Members exist. If linked Members exist, then the following warning will be displayed:

 

• 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:
  
  

 

• 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:
  
  

 

• 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

 

• 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

 

• Displays/Enter the NetPOS.Net connection information.

 

---

Other

 

 

This tab is accessed from here.

 

Custom Fields

 

• 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

 

• 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

 

• 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

 

• 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

 

• 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

 

• 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

 

• Code Format - Enter the format the GL Account Code needs to be formatted in for the relevant GL Export. In conjunction with the GL Prefix set against each Location, the GL Account Code to be exported is determined as follows:

• 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.

 

Misc

 

 

BPAY

 

• Show BPAY Info - Select to ensure BPAY details appear in the Account Statements and Tax Invoice (Statements) reports.
• Use Alternate ID as Ref - Select to ensure the Member's Alternate ID appears as the BPAY Ref. Default is the Member's Number.
• BPAY - Displays/Enter your BPAY number here.

 

Cloud Connectivity

 

• 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

 

 

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.

 

---

Related Topics

 

1. Administration

 

---