The Point of Sale operators table allows you to allocate an operator number to each Point-of-Sale user to allow analysis of sales by operator. Each user in the Point of Sale system should be allocated an operator number and corresponding operator code. The operator code is subsequently entered by the user as the first prompt within the Point-of-Sale system. The system identifies whether or not the code has been entered correctly. If it has been, the user's name is displayed and you are allowed to proceed.
Standard functionality exists that enables you to create and maintain records. There are two tabs to complete:
The up-to-four-digit numeric operator number is the prime key to the operator file. This field cannot be amended on an existing record. If you want to change it, you must delete the record and create a new one.
The operator number is recorded in the parts log and labour log, and the operator code is recorded in the header log. These can then be reported on to show sales performance by operator number (salesman). There is also a standard transaction display option in the SO REPORTS AND ENQUIRIES menu that shows you all transactions made by a specified user.
The operator code or name can be printed on invoices or credit notes. They may also be printed on job cards and other parts documents. The operator codes are also used by the Purchase Control system, which records all purchase transactions made by an operator into the transaction log files.
Every part number stored in the parts stock file can have up to nine locations for holding stock. Normally all stock is held in location 1 but, in certain circumstances, you may have the need to store the same part number in different locations, for example in the overflow bin location or workshop counter stock. When you create a new user or amend an existing one, you can specify the locations (1-9) from which an operator can sell.
Workshop Point-of-Sale operators can be allocated to teams of technicians so that they can only see their team when they are in Workshop Loading.
What do you want to do?
To access Point-of-Sale operators:
From the Autoline Master Menu, select the Point of Sale option and Company you require.
The POINT OF SALE menu is displayed.
Select Miscellaneous options.
The SO MISCELLANEOUS OPTIONS menu is displayed.
Select the POS operators option.
The Operator File form is displayed.
Note: This procedure is based on Autoline revision 8.3.
To create a new Point-of-Sale operator:
The easiest way to create a new operator is to clone one from an existing one.
Note: You require a Point-of-Sale priority of level 8 to access Point of Sale operators.
Use the Operator number Ellipsis button ![[...]](Ellipsis.gif){kind=small}
on the Operator File form to open an operator record.
The details of the selected Operator number populate the form.
Select the Copy option button in the Action group and click Create.
The Create button you clicked becomes unavailable and another Create button replaces the Confirm button lower down in the Action group.
Modify the form contents as required and click Create.
Tip: When you are editing some fields, a prompt in the Status bar provides information about the purpose of the field.
The new record is stored and the Amend and Delete buttons are enabled as is the top Create button, and a Confirm button (unavailable) replaces the lower Create button (the one you last clicked).
The Operator file form is displayed when you select the POS operators option from the SO MISCELLANEOUS OPTIONS menu. From this form you can create and maintain POS operators.
Operator number: The up-to-four-digit numeric operator code. As this is the prime key to the operator file, this field cannot be amended on an existing record.
Operator code: The up-to-four-character alphanumeric operator code which is entered when commencing a Point-of-Sale enquiry. This is conventionally the initials of the operator.
Operator name: The name of the operator concerned.
Operator position: The employee's position in the company.
Operator location: This field contains a descriptive location of where the employee is located. It is not validated against any other system file and is designed to hold any other descriptive details such as Front-counter, Back-counter, Tele-sales, and so on.
Stock location to use: This field holds the bin location number (as per the stock record bin locations 1 to 9) from which issues by this operator should be decarded, and for which stock in-hand should be used to display free stock.
Note: This is usually 1 for most operators, unless stock is maintained separately in a bin location other than the first one. For example, for a shop as opposed to the main parts sales counter.
Sell/Transfer from: For every part number stored in the stock file, you can maintain up to nine locations of stock. Normally all stock would be held in location 1 but, in certain circumstances, there may be a need to store parts at another location. When creating a new user, you can specify the locations (1-9) from which the operator is allowed to sell. An asterisk (*) indicates that the operator can sell from all locations.
Followup executive: The CRM sales executive code for this Point-of-Sale operator, so far as estimate follow-ups are concerned. These can either be unique for each operator where they will carry out their own follow-up, or several can point at a common code where, say, a service or bodyshop manager will do all follow-ups for estimates raised by his staff.
Operator password: Password, if required, to prevent several operators using the incorrect operator numbers at Point-of-Sale. An alphanumeric password (up to eight characters) can be entered here. If a password is set up here in the operator table, the operator is required to match it before proceeding with a Point-of-Sale transaction.
POS priority: This field enables a particular operator to be given a specific priority level in Point-of-Sale. This affects other modules using the operator prompt (for example Purchase control), regardless of the priority assigned to the login that is being used. As most commonly the login is a collective code for, say, all front-counter staff, this option enables a parts manager or supervisor to use a terminal logged-in for subordinate staff with a lower priority rating. Subject to entering his or her own password correctly, he or she can gain access to certain functions rated by priority level, such as editing discount levels, producing credit notes, and so on.
Note: Priority in the operator file overrides the main system priorities, found in permission and securities. This is for certain functions controlled by an operator prompt, and not just in Point-of-Sale. It is advisable to leave this field at priority 0 if you want to use the priorities set in permissions and securities.
Allow dept code/sale type: Permits editing of the department code and sale type code on the Codes tab of the Point-of-Sale form.
Warranty link: You can enable a particular operator to access Manufacturer Systems direct from Point-of-Sale for the completion of warranty claims. This is normally set to the two-character franchise ID (for example, RE for Renault) or ** for all franchises.
Supersession prompt type: This field controls the first view the operator is given when accessing superseded parts. These are as follows:
First in chain
Original part
First with free stock
Last with free stock
Last in chain
Fixed width default: Tick this box if you want the system to use the default fixed width font in Point-of-Sale for the Description on the Labour Details form.
Stop if short order: Prevents orders from being invoiced if you have insufficient stock.
Sublet order limit: The financial limit imposed for sublet orders. Leave this field set at 0.00 (zero) if you do not want to impose a limit.
PC Controls Group:
Display Order Selection: There are eight choices to determine which lines are selected by default when you enter Purchase Control. These are as follows:
Unordered
WIP
Customer
Product
Supplier
Order number
Status
Prompt
Parts order limit: The financial limit imposed for parts ordering. Leave this field set at 0.00 (zero), if you do not want to impose a limit.
Franchise mask: This field determines what franchise information the user can see in Purchase Control. You can either type in the single-character franchise code (R for Renault, for example) separated by a comma, or click the Ellipsis button
Note: This field is only referenced if the Purchase Control system parameter Allow franchise mask is selected.
The Franchise Selection form is displayed when you click the Franchise mask Ellipsis button on the PC Controls tab of the Operator File form. From this form you can select franchises to determine which information the operator sees.
This group box displays a list of the available franchises. Select the required franchises from the list and click the Select
button. The franchises are moved to the list of selected franchise codes.
Tip: To select a number of franchises, hold down the Ctrl key as you make your selection. To select a range of franchises, hold down the SHIFT key, and select the first and last franchise in the range. Alternatively, double-click a franchise to select or deselect it.
This group box displays a list of the currently selected franchises. To deselect franchises, do one of the following to move the franchises to the list of available franchise codes:
To deselect franchises, select the franchises from the list and click the Deselect
button.
To deselect ALL franchises, click the Deselect all
button.
WL Controls Group:
Teams: For service receptionists, the content of this field (A-Z) determines that operators only see their own team or teams when they are in Workshop Loading.
Scope start date: Start date of the scope that the operator is using.
Scope start hour: Start hour of the scope that the operator is using.
Scope end date: End date of the scope that the operator is using.
Scope end hour: End hour of the scope that the operator is using.
Note: Scope start date, scope start hour, scope end date and scope end hour are used in 24 hour operations to determine whether a controller's shift is still within the current scope. These controls are designed to provide an optimum shift window of a 24 hour operation. As soon as a controller logs in outside the scope of these four controls, a new scope is requested and written back to the operator's file.
Default screen: The workshop Load form can be set up from the drop-down menu to display one of the following five default grids:
0 Actual load hours
1 Actual load percentage
2 Capacity hours (Actual)
3 Capacity hours (Adjusted)
4 Capacity hours (%age)
Note: The Workshop loading system parameter Display total capacity hours only works when the default grid Actual load hours is set.
When a default grid is set and you are loading work or just displaying the Load form, the hours or percentage capacity available will be displayed.
Tip: You can still use the Actual load and Capacity buttons on the workshop Load form with any of the default grids set. To view the Graph button click the Actual load Hours button and it will be displayed.
Miscellaneous Controls Group:
CRM WIP update operator: Select this check box if you are going to be working from CRM and then entering Point-of-Sale in maintenance mode (You will not be able to create a new WIP), and this will do the following:
Customer WIP: With a customer and vehicle the WIP will be loaded in Point-of-Sale with full access to all options except Workshop Loading. This will be unavailable until a labour line has been added to the WIP. The Title bar of the WIP in Point-of-Sale will display the CRM option you have selected (CRM Customer WIP).
Update WIP: This option is used to maintain an existing WIP. When you load an existing WIP using the Search for a WIP Number function, the New Product field, Customer accounts search and the Customer word search are enabled so that you can maintain the WIP, the Title bar of the WIP in Point-of-Sale will display the option you have selected (CRM Update WIP).
WIP Wizard: With a customer and vehicle the WIP will be loaded into Point-of-Sale with full Point-of-Sale access and the Title bar of the WIP in Point-of-Sale will display the option you have selected (CRM WIP Wizard).
WIP search: The Search for a WIP Number form will be displayed for you to search and load an existing WIP in Point-of-Sale with full Point-of-Sale access, and the Title bar in Point-of-Sale will display the option you have selected (CRM WIP Search).
Workshop: The Workshop Launch Control form will be displayed for you to update WIPs and to clock technicians on and off, and the Title bar in Point-of-Sale will display the option you have selected (CRM Workshop Mode).
Note: If you enter Point-of-Sale directly with the CRM WIP update operator selected the WIP will be non-editable except for the WIP number search. When you load an existing WIP, Workshop Loading, New Product field, Customer accounts search and the Customer word search are enabled so that you can update the WIP.
Allow WIP creation: Select this check box if you want to be able to create WIPs with normal access in Point-of-Sale
Note: If you are working from CRM with the Allow WIP creation selected the options above will work as normal, but with no restrictions and full access to Point-of-Sale.
GB user id: Enter / select the GB user id for the selected POS operator
Note: This user id is used within CRM statistics and aids the identification of the user and associated team.
Automatic telephony popup: Select this check box if you want the POS operator to have the telephony popup appear automatically when receiving incoming calls.