Mastering HDPOS smart - PDF Tutorials - HDPOS Smart
Transcript of Mastering HDPOS smart - PDF Tutorials - HDPOS Smart
Mastering
HDPOS smart
September 2017
1
Mastering HDPOS smart
Aalok Bhatwal
15th September, 2017
2
Part I
The Basics
This section is broken down into chapters that will introduce the basic functionalities of HDPOS smart.
The chapters listed under this section will help you get started with the application and you will be able to
start to explore the different parts of the application on your own.
3
Chapter 1 Registering your application
Once you have downloaded and installed the application installer MSI file from www.hdpos.in for
HDPOS smart, to run the application for the first time, you will need to fill out the registration form and
get yourself a trial license key which is available for free.
1.1 Download and Installation
1. Click here to go to the download page
(Copy-paste http://www.hdpos.in/hdpos-smart/download into your browser if the link did not work)
2. Click on Download HDPOS. SA in the „Download HDPOS smart for Single Cash
Register‟ section to download the application.
3. Double-click on the downloaded file to install and click on Run.
4
4. Follow the on screen instructions.
5. Wait till the installation is completed.
5
6. Click on Close after installation to close the window and run the HDPOS smart
application.
6
1.2 Application Registration
Once you have downloaded and installed the application installer MSI file from http://www.hdpos.in for
HDPOS smart, to run the application for the first time, you will need to fill out the registration form and
get yourself a trial license key which is available for free.
Figure 1.1 Product Registration Window
In Product Registration form, you will have to fill the details about your Name, Business name and type,
Location of your Business and Contact details. You can also fill the details about the person who has
referred you about the product and the source name from where you came to know about our product.
Above the Registration details you will see Your Computer Id which is an ID generated by HDPOS
smart and is unique to each computer.
After filling the registration details, click on Register. This will generate a 30 Days Trial Period License
Key and you will receive this key in the E-mail address that is specified at the time of registration.
After the registration is completed, you will receive a 30 Days Trial License Key in your email address.
Enter the Trial Registration Key in Email Registration Form and click on OK.
7
Click on Continue Trial button to start the application with the Trial license key.
8
Figure 1.2 Continue Trail
Read the end user license agreement and select I accept if you agree to use this application and click on
OK.
9
Chapter 2 Printing your first invoice
In chapter we will focus on printing your first invoice after the initial installation of HDPOS smart. We
will not go into much detail into different options but will use most default options and quickly get you to
print your first invoice.
Though you have an option of starting with a sample database after installing the application for a trial
period, in the following sections, we will walk you through the steps you will need to take when starting
afresh with a blank database.
The first time run
HDPOS smart is a business management software and the basic information it needs to start with is the
name of your business.
Startup Database
After the complete installation of the HDPOS smart software and you are running it as a trial version for
the very first time then before starting the functionality of the software you have to select between the
given databases i.e. the sample or blank database. So, here in this section we provide you the complete
description of working with both the databases.
10
Figure 2.1 Startup Database
Starting with Sample Database
When HDPOS smart is first installed, a sample database is provided to allow the software to run
immediately. This database contains sample data of items, customers, suppliers etc.. You can use this
database to learn about Store Operations such as Sales, Purchase, Sales Return, Purchase Return etc. This
section explains how to load sample database and print your first sales invoice.
Database Selection
Click on Start with sample database to start with one of the sample databases
a. Choose the most relevant business type on the left panel
b. Select from available databases
11
c. Read description to understand what the database is about and to check if that matches
with your requirements.
d. Select the download file – the one with „.bak‟ file extension
e. Click on Download and Apply.
Figure 2.2 Sample Databases
On successful restore of sample database, the window that is displayed is the „main invoice screen‟. All
the billing is done here.
12
Printing your first sales invoice
Adding Item(s) to sale invoice
Adding item is the first step in processing a sales transaction. Items can be selected either by using item
name, barcode, or search code.
To add an item by scanning:
Scan item‟s barcode
To add an item by item name:
Type item‟s name in Item Name field and press Enter.
To add an item by search code:
Type item‟s search code in Search Code field and press Enter
HDPOS smart adds the item to billing screen grid and displays “1” in the Qty/Weight column. If there
are two or more quantities of an item, choose the item and click on Change Quantity (F2) and enter the
quantity.
You can also scan the item repeatedly to increase the quantity.
13
Continue to Payment
HDPOS smart allows you to receive payments in numerous payment modes that includes, but not
limited to cash, card, food coupons, cheques, etc... In order to receive payments and save the ongoing
invoice, you can use any one of the payment options – Express pay, or Pay Now.
Express Pay (F5)
Express Pay is used for quick billing. Clicking on Express Pay (F5) will save the invoice with cash
payment and print the invoice.
To proceed to save invoice, click on Express Pay (F5).
Enter the Received Amount and click Ok (F8).
14
Pay Now (F8)
Clicking on Pay Now will display the Pay Now window where you can specify amounts collected
against different modes of payments such as cash, card, etc.
15
Enter the amount in Amount Received and click on Save or Save&Print Invoice
16
Printer Setup
HDPOS smart supports all types of printers which Windows can recognize. If you do not have printer
ready, you can print sales invoice with Microsoft XPS document Writer or PDF Creator. Here are the
steps to configure your printer to print your sales invoice.
Click on Start
Select Devices and Printers.
Select Microsoft XPS Document Writer or PDF Creator if installed on your computer.
On mouse right click, select Set as default printer.
17
Starting with Blank Database
If you choose to start with a blank database, all the details such as company name, shop name,
Items, customers have to be entered manually. This section will show you how to set up your
database with the basic -inventory. If you are started with sample database, you do not need to set up the
database from scratch.
Company & Business Location
The first time you login to HDPOS smart when you are starting with a blank database,
you will be prompted with a message as shown below, click on OK to enter your
Business Location Name and Address details.
Enter your Company and Shop Name (Business Location) and other details as required
and click on Create (F8).
18
19
Setting up Basic Inventory
In order to process sales invoice when you start with blank database, you need to create atleast an item in
your database. This section will explain you create an item/product with basic information.
Click on Set-Up button.
From the Set-Up, select Items
This will bring up Manage Items screen, click on Add Item toolbar button.
Enter the Name of an Item
20
Select the Item Category
Enter „+‟ in category field and enter the Category Name
Enter the Item‟s pricing details - Last Purchase unit Price, Sales Price (My MRP)
Click on Create(F8)
After adding an item click on Go Back To Main Screen to proceed to
sales invoice.
21
Quick Sales Invoice with Cash Payment
Adding Item(s) to sale invoice
Adding item is the first step in processing a sales transaction. Items can be added invoice screen either by
using item name, barcode, or search code.
To add an item by scanning:
Scan item‟s barcode
To add an item by item name:
Type item‟s name in Item Name field and press Enter.
To add an item by search code:
Type item‟s search code in Search Code field and press Enter
You will be prompted with warning message, as we have not added a stock for the item
created. We will cover how to add stock in the later chapter. Click Yes to continue to add
item.
22
This will add the item to billing screen grid and displays “1” in the Qty/Weight column.
If there are two or more quantities of an item, choose the item and click on Change
Quantity (F2) and enter the quantity.
You can also scan the item repeatedly to increase the quantity.
Receiving Payment
Click on Express Pay (F5).
Enter the Amount Received and click on OK (F8).
23
Chapter 3 Navigation in HDPOS smart
HDPOS smart is extremely feature rich application. In order to make it easier for you to reach all different
part of the application and access all its features, the application has a certain navigation strategy. Once
you are comfortable with its navigational philosophy, you will know where to find certain data or features
even if you were looking for it the first time.
Main Navigation Strategy
HDPOS smart in its out-of-the-box configuration breaks the application in two main areas of
functionality.
■ Billing Counter Operations
■ All Other Operations
Billing Counter Operations
HDPOS smart primarily being a billing software, starts with the main billing window. This window is
used for the billing counter operators.
Billing counter operations are typically the operations that an operator would need to perform while
preparing an invoice and while interacting with a customer. To secure and isolate the overall system data
that belong to the entire business, any functions performed directly from this window remain limited to
the selected business location and the selected cash register.
24
The main billing window
Figure 3.1 The main billing window
Currently selected business location and cash register
Figure 3.2 Current Business Location and Cash Register
In order to perform the billing counter operations, you will need to specify the business location and cash
register you are using. The left top area of the main billing screen shows you the currently selected
25
business location along with the street address you have specified it and also the cash register name and
the number.
This section also shows you the current login id.
All Other Operations
To perform any other task besides generating a sales invoice in your application, you will need to go to
the setup area.
To go to the setup area of the application you will need to click
on Set-Up button on the main billing screen.
Figure 3.3 Setup button
Navigating to the main area of the application in this fashion is useful since you can lock down the access
to the most of the application by removing the access to the setup button for all billing counter operators
and allow only administrative personnel to go into other area of the application besides billing.
26
The Setup Window
When you click on the setup button and open the setup window for the first time, this is what you will
see.
Figure 3.4 Setup Window
This window is called setup window since you will need to get to this window to configure your
application. Besides setup operations you will need to you will need to get this window for all other
operations that are global to your business, such as creating different business location, creating different
cash registers, creating different login ids, assigning different access rights etc to name a few.
Different Areas of Setup Window
Let‟s look at the different areas of the setup window and how to use them to get to the different
functionalities of the application.
Setup window primarily has three parts
● Feature icon area
27
● Feature working are
● Bottom Panel
The Feature Icon Area
This is the panel on the left of edge of the setup window. It presents you with a
pictorial, easy to remember icons for each of the feature along with their titles
in text.
You need to click on the icon you want to work with in the set of icons and
functionality screen related to that icon will appear on the bigger right side
area of the setup window.
This panel is also divided in four parts. These explained in detail in the next
Figure 3.6 below.
HDPOS smart provides you with many features and you can navigate through
all these feature icons using the top page number buttons in green color.
If you are looking for a certain feature icon, you can also do a quick search for
its title by pressing the search button on the top of this panel.
Finally, you may want to rearrange these icons based on your needs and
convenience. To do that you can click on the icon rearrange button on the top
of this panel and rearrange the icons in the next window that is presented to
you.
Figure 3.5 Icon area
28
Figure 3.6 Different part of the left navigation panel.
Area denoted by 1 is the main icon area where all your feature area are represented.
You can go through all feature icons that are distributed in 5 sets by going clicking on the top pagination
buttons. See the area marked as 2.
You can click on search button marked with 3 in the diagram above and you will see a search box to type
text into. You can type the text to search in this box and and press the enter key on the keyboard. On this,
you will see only those feature icons whose titles contain the search text you have typed. You can also
search for more than one words to search for by separating them by comma or space.
You can also rearrange all the icons and even hide some of them if you do not use those features. You
need to click on re-arrange icons button marked with 4 in the diagram above.
29
The Feature Working Area
Figure 3.8 The feature working area
The white space in the above picture is the area used to work with the feature you have selected in icon
area. You you will see in the explanation below, the feature working area can be increased by closing the
icon area by clicking on the button in the bottom panel to close the icon area.
30
The Bottom Panel
You will always see this panel on the setup window. Here are the buttons on the bottom panel:
Button for back up your database into a local file at anytime.
Button for back up your database into a local file at anytime.
Button to restore your database from a previously backed up file.
Be very careful while using this button, it will wipe out your current database and
restore the data to the data in your file that you are using as restore file.
Click on these buttons to view
Your Computer Id
Current Version of the application you are running
Information that will help you to get in touch with the product support
team
Your End User License Agreement (EULA)
Figure 3.7 The bottom panel on setup window
You can click on “Go Back to Main Window” button to close the setup window and go back to main
billing screen.
Working With A Specific Feature
To work on a specific feature, you need to click on the icon corresponding to the feature in the icon area.
To understand the navigational controls and other common data controls, we will work with two example
features in this chapter. We will not go into specifics of these features but we would focus on generic
understanding of feature selection and common user interface controls.
Selecting a feature
To select a feature to work with we need to click on its corresponding icon in the icon area. Let‟s click on
the first icon for this discussion. The first icon is “Items” that lets us manage the items or products related
31
to your business. We will not cover the details on item management in this chapter but item management
specific functionalities will be discussed in later chapters.
After clicking on the items icons this is what we see Notice that
Figure 3.9 Feature Selection
1. The window title has changed to “Manage Items”
2. The items icon is now decorated with two red triangular highlights.
3. The title “Items” has turned red.
These 3 indicators will help help you identify which feature or icon you are currently working on.
32
The feature work area
Once you have clicked and selected a feature icon, on the right hand side you will see the screens related
to the selected feature.
The following figure we are showing the screen related to item management feature.
Figure 3.10 Feature working area of Item Management
General Navigation In Feature Work Area
Now let‟s look at the general navigation components of feature work area.
Almost all features‟ work area consists of two main parts
● Top Toolbar
● Datagrid
33
Top Toolbar
Top toolbar is a strip of functionality buttons that are specific to the selected feature. These buttons will
work either on the selected data element in the datagrid or will perform operations on the selected feature
overall
.
Figure 3.11 Typical Top Toolbar for a feature
Some of the buttons in the Top Toolbar can .disappear or become unavailable depending upon the data
element selected in the datagrid.
Depending on your screen size, it may happen that all available toolbar buttons will not fit in a straight
horizontal line.
Look for the small button at the end of the toolbar which on click will reveal more toolbar buttons which
could not see earlier due to screen width.
Figure 3.12 Toolbar extender button
The help button on this toolbar will take your default Internet browser to the products tutorials page
on the product‟s website.
The Datagrid
The datagrid is one of the most used controls in the application and it is important that you understand
different user interface aspects of the datagrid. Once you know how to work with the datagrid you will be
able to work quite easily with most features in the application.
Picture!
Datagrid can be divided into four functional areas
● The Data
● Filters
● Search area
● Pagination
34
The Data
In most cases, feature in HDPOS smart is management of a type of specific business document you create
in the application. For example, Sales Invoices, Purchase Bills, Payment Receipt Notes etc. Each data row
in datagrid represents a single such document or data element that is related to the selected feature.
Picture of highlighting single data row!
Columns of the datagrid
The columns displayed in the datagrid are predefined for each feature and cannot be changed but you can
change their arrangement. You can rearrange the columns of each datagrid for each feature if the default
arrangement of the columns does not suit you.
Sort Order in Datagrid
The datagrid has a predefined sort order used by the application but you can sort the data differently in the
datagrid by clicking on the column header. Clicking the header once will sort the data in ascending order,
clicking on the same column the second time will reverse the sortorder and show you the data in
descending order.
You can also perform complex sort of multiple columns. To sort on multiple columns first click on a
column you want sort on first and then press and hold the Ctrl key on the keyboard and click on the
second or more column you want to sort on in the order you need.
Figure 3.13 Column Sort Order
In the example of figure 3.13 the datagrid is sorted on multiple columns and in mixed ascending and
descending modes.
Filters
Each feature management area may have different way to filter the result set you see in the datagrid. The
number of filters and what they are will change from feature to feature.
Figure 3.14 Example Filters
35
The figure 3.14 shows an example of filters that you have available in Sales Invoices Management
feature.
The values specified in these filters along with appropriate checkboxes ticked on if applicable, will
change your result set displayed in the datagrid.
The Search Area
Figure 3.15 The Search Area
Simple Search:
Search area is the search box with 3 buttons you see on the top right corner of the datagrid. Though in
appearance it looks simple, this control adds tremendous searching power to our applications. The simple
search box is a text box where you can type in the text you want to search in datagrid. The text you type is
searched for in all columns of the data grid and only the rows that have one or more columns that contain
the search text will be displayed in the datagrid.
More than one terms in search text: You can search for more than one words or phrases in the datagrid
columns. You need to separate the words or phrases by comma ( , ). If you specify two or more words
separated only by spaces and not by comma then those words will be treated as a single phrase to be
searched for.
For Example:
Figure 3.16 Phrase Matching
In the above figure you can see that when we search for black skirt without any comma between the
words, the entered text is treated as a phrase and the items whose name contain the entire phrase are only
displayed in the search results.
36
Figure 3.17 Multiple Terms Matching
In the above figure you will notice that when the search text words are separated by comma, the search
result data rows will contain the rows that contain ALL search terms in the row data. The search terms do
not have appear next to each other, or in any specific order.
Figure 3.18 Another example of Multiple term search
As you can see from the example above, the search terms separated by comma do not have to appear in
the data in any specific order. Also the search term data can be present in any column.
37
Advanced Search
As you may have noticed that the terms you enter in the search box are ANDed with each other, meaning
that, the data row is only displayed when ALL terms are contained in the data row. Also when the data
grid has many columns, searching for your search terms within all columns can slow down the result
results.
You may want to use the advanced search in the following situations:
● When you do not want to search in all columns but only in one or more specific columns
● When you want to OR the search terms, meaning show the rows that contains any of the search
terms.
● Use other way of matching search terms data than contains. Such as exact match or starts with
etc.
Figure 3.19 Advanced Search Button
In the search area, the button with exclamation point ( ! ) as text is the button for advanced search.
The Advanced Search Window
Figure 3.20 Example Advanced Search Window
The advanced search window contains the list of columns in the datagrid for which you are performing
the advanced search. Since the columns in the datagrid will be different based on which feature you are
working with, the contents and height of the advanced search window differs from datagrid to datagrid.
38
You can click ON the checkboxes next to the column headings which you want to consider for the search
action.
Figure 3:21 Selecting two columns for searching
At the top of the advance search window, you can specify if you want the search terms be present in all
selection columns or can be present in any of the selected columns.
The check box after this allows you to indicate to the search that any of the terms can be present in the
resulting data row.
Figure 3.22 Allowing to pick up rows with any of the search terms
If we had the search settings as shown in figure 3.22 and specified search terms as black, yellow; we will
get the following result in our sample database:
39
Figure 3.23 Results of ORed search terms
The next section in the advanced search allows you to specify the search text matching logic.
Figure 3.24 Different Comparison Operators
By default the comparison operator is contains. This means that if the search text is found anywhere in the
column text, the data row will be displayed in the search result. The comparison operator is applied to
each selected column separately while applying the search.
For Example:
If we had following settings in the advanced search condition and specified n as search text we will get
the following results:
40
Advanced search conditions once applied remain persistent for the datagrid. In other words, you do not
have to specify the advanced search conditions every time you open the feature datagrid. The application
remembers your advanced search conditions even if you close the application and restart it.
In client-server mode, your advanced search conditions move with your login id. It does not matter which
computer or client node you login from you will see the results in datagrid based on our advanced
searches you may have applied in another session from another computer.
To clear the advanced search conditions and go back to the simple default search after you have applied
some advanced search you will need to click on Clear Search button on the advanced search window.
More about Comparison Operators
The comparison operators require an additional explanation here. There are logical and boolean
comparison operators available in advance search condition.
Out of these Contains, Does not Contain, Starts With, Does not Start With, Ends
With and Does Not End With operators consider all data as text data and even
treats numerical data like prices, amounts and quantities etc as textual data.
41
On the other hand boolean operators =, !=, >, >=, < and <= operators treat the data as numeric if they are
numeric.
Consider the situation where you wanted to list all the items whose price is less than 500. Here is what we
will have to set up the advanced search as:
We will get results as:
Special Handling of columns with values of date or date-time
Since there can many different representation of date based your system settings, as in month first or day
first, while searching specifically in date columns using advanced search, you will have to specify date
value to search for in yyyy/MM/dd format. This means that if you wanted to search for the date of
September 24, 2017, you will need to specify 2017/09/24 as the search text.
Pagination Area of the Grid
The bottom part of the datagrid is the pagination area of the datagrid
42
43
Introduction to Billing Screen
Item Selection Area
On the top right corner of the screen you see textbox controls that will allow you to add items into the
invoice. There are number of ways you can select the item to add to the invoice. Items can be selected
either by using item name, barcode, or search code. . We will cover more details on all these controls in
later chapters. In this chapter we will keep focus only on getting familiar with different areas of the
screen.
44
Display Area
The display area provides information regarding items that are currently added to the sale-in-progress.
Each item that is scanned appears here as a line item. The line item contains information regarding the
item – Item Name, Sales Price, MRP, Tax etc.
General Functionality Operations
You can perform numerous operations on the invoice being created, such as changing the quantity of an
item added for invoicing, removing an item, cancelling the invoice, etc., using the 9 general functionality
buttons. We will cover more details on all these controls in later chapters
45
Totals
This section of the main invoice screen provides the details about the total amount of the invoice, the
discount included and the total quantity of all items in the invoice.
Payment Options
This section of the billing screen provides you options to save ongoing sales invoice with various
payment options. The exact functionalities of each payment options will be explained in greater detail
later in later chapters.
46
Tool bar Options
There are several buttons in the toolbar that allows you to perform different tasks, both on the invoice-
such as allowing a discount, and on other documents, such as creating a cash transfer. The exact
functionalities of each button will be explained in greater detail later in later chapters.