Initial Training for Point of Sale (POS)

General notes

Training new staff requires patience and should follow these steps

1. Explain how the system works

2. Demonstrate the steps to the new team member

3. Check for understanding

4. Ask the team member to demonstrate back

5. Practice

 As a general principle try to demonstrate using the keyboard rather than the mouse. Using RxOne with the keyboard can result in faster transaction times and saves the user from moving between multiple input devices.

It is worthwhile explaining Windows <alt/underlined letter> convention... Explain that ALL correctly written Windows programs use the 'alt/underlined letter' convention. Just as in normal typing you use 'd' for lower case 'd' and <shift/ d> for upper case "D" , in Windows you can use <alt+D> to select the alternate use of "D" which is to select a D button. This soon becomes automatic just as you don't have to consciously think about using <shift> for a capital letter when typing, and once learned on RxOne applies to almost every other program that the user might have in future (Email, Internet, Wages programs, Cashbooks etc).

Start a New Sale

From the RxOne Point of Sale screen start a new sale.

Press <Alt+N> New Sale. Note how the New Sale button is also highlighted Yellow so hitting the enter key will also start the sale. The Sale screen will now open.

Sale

Explain that you will go through a standard sale first. Avoid showing non-standard events, such as price changes. Have 2 items ready for the demonstration.

Demonstrate the following:

• Enter Staff ID in the Sales Person box

• Note how Stock Item turns Yellow - showing that this is now in focus

• Scan the first item’s barcode. Observe how the Quantity, Retail price and subtotal have been populated and that the second line is now highlighted, meaning RxOne is ready for the next item

• Scan the second item and observe the same as above.

• Demonstrate finishing the sale by pressing '+'

• Enter the amount tendered and explain how RxOne then displays the change to be given

Print a copy of the receipt so that you can reverse the sale. 

 Check that the user is comfortable with this. If they are you can move on and demonstrate some of the more advanced features.

 Adjustments during the sale

Change of price or quantity This time look up the item and assume that the price shown is wrong.

Using the cursor keys, move into the 'Retail' field and change the price. Eg, 15.25 <enter>. Observe that the price changes. As prices are entered in whole dollars, $20 is 20.00 ( 20. is sufficient)

Change of quantity When selling two of an item, it is usually faster to just scan twice (like the supermarkets do), but for 3 or more move the focus and change the quantity.

Returned item

Handle the same as a sale, but change the quantity to minus,

-1 Redoxon etc. Returned items can be done separately or mixed with sold items.

Discount Select 'Edit' and 'Discount' and observe the user's standard of discount is applied. Also show that you can use the cursor keys to move to the discount box and type in the 15 for 15% etc.

Different types of payment

EFTPOS 

Total as usual with + and it moves to 'Cash sale', but this is EFTPOS so use the cursor key to move down. If the EFTPOS is just for the purchase, press <enter> and its finished.

If the customer wants '$20 cash out, change the EFTPOS total to $20 more before pressing <enter>.

Split sales

For a mixture of cash, EFTPOS, Credit card etc, just move around typing in the amounts for each type of payment, and press <enter> once all done.

Change calculation

Just increase the 'cash' total to the amount tendered, 20.00 or 20. For $20, and <enter>. The change to be given is printed on the docket.

 Account sale

Do the sale as usual, and when all entered move up to 'Customer' <

Demonstrate how to search for a customer. This can be done by name, or part name. For example:  Smit <enter> and select the right 'Smith'. Or, if they prefer, A. Smith or Smith, A narrows down the choices. Select the person and RxOne will display their full name and address in the box at the base of the screen, and ask 'Press <F7> for account sale' to confirm that this is the correct person. The sale is completed.

Any customer who has an existing account can be charged to by anyone on the staff.

 New accounts To create a new account, pull the customer up as usual (all patients known to RxOne-Dispensary are also automatically known to RxOne-PoS so there is usually no need to enter their full name and address). But note that the first sale must be authorised by someone who has been granted the privilege of creating accounts. Accounts can be created from any unit.

Script Collection

Explain that prescription items will have either a bag label or receipt with a barcode on them. RxOne will automatically pick up the details and the medications in the bag when that barcode is scanned. Explain any procedures the pharmacy uses to correctly identify patients (confirming address etc)

• Start a new sale

• Scan the bag label / receipt

• Observe that RxOne now prefills the script numbers and the patient name.

• Finish the sale as per standard procedure.

 Escaping from a sale

Ring up some items and press <esc> key. It will ask 'Put sale on hold'... Using the cursor keys highlight the 'yes' or 'no' button with the dotted frame. Press <enter>.

Sales 'on hold' can be retrieved from any machine by clicking with the mouse on the 'hold' sale.

Escaping from a sale and answering 'No' to the 'on hold' question, automatically 'Abandons' the sale.

 Extra Receipts

Demonstrate that by highlighting a sale on the main point of sale screen and pressing <Alt+P> you can print an extra receipt for the customer.

 On Screen Help

Demonstrate the use of RxOne help. Show the user how to find support for most topics and functions within RxOne.

Our help desk.

Remind the user that our help-desk is always happy to help them out... We realise they are working under pressure of customers and don't mind how often they call during the first few weeks.

But we usually find that once a user has mastered the 'on screen help' we hardly hear from them again as everything they want to know is there and they can expand their knowledge at their own pace... The best support service of all is the call that the user does now have to make because they have the answer already.

 End-of-Day

From the Main PoS menu, select 'Reports', then 'End of day', and 'End of day' again. After the EoF report is made up it can be Printed, either immediately or any time into the future. Refer to the end of day help topic for details of options.

 Exit and shutdown.

At end of day exit PoS by cursoring down to 'exit' .

Press the 'Window' key and select 'Shutdown' <enter> to shut down Windows on the particular machine. Turn off when asked.

 Backup

If RxOne-Dispensary is also installed in the pharmacy, the PoS is automatically backed up with the dispensary backup.