POS module - Point of Sale / Service

Vitalware provides Point Of Sale/Service (POS) facilities for all aspects of Registry business. Workflow is built in to handle business transactions received from the web, through mail or taken at a business counter.

At the heart of Vitalware's POS facilities is the POS module, which is designed to operate across all registration modules and their associated products. Full transaction details can be entered in a POS record, including the applicant’s name and address. Any number of individual line items can then be attached to the transaction. Line items are interactively created and allow the operator to browse the associated registration modules to select the appropriate record. One or more products can then be selected for identified registrations. Separate delivery addresses can be recorded for each line item.

The transaction record includes a total of the cost of production of each line item in the transaction. The final section of the transaction record is the financial details. This can include cash, cheque, credit and debit card payments.

On commitment of the transaction, any electronic products are automatically generated. A receipt for the transaction is also produced.

The POS system accepts cash, cheques, money orders and electronic payments through various channels and is easily configured to accept other payment types. For electronic payments, Vitalware can be configured to call a payment service which handles the capture of user and credit card information for charging or it may capture these itself and then call a service to process the charge. In either case the corresponding authorisation code for the payment charge is stored in Vitalware. This allows for refunding of the original transaction if required.

Where necessary (e.g. at the counter or over the web), receipts are issued for all payments taken.

Vitalware allows for refunds of requested service. The way that refunds are processed may be configured to suit a Registry’s financial processing. For example, electronic payments could receive an electronic refund while all other payment types are refunded by cheque; or refunds made at the counter could be issued in cash while other refunds are processed as cheque, etc.

Vitalware provides the ability to print refund cheques directly or to produce refund information that may be processed through another system such as Oracle Financials. In either case, when the refund is issued, the POS transaction is closed.

The POS financial section includes support for acceptable over and under payment, the recording of refunds due and the suspension of a transaction due to insufficient funds. Each transaction is assigned a unique identifier that can be used in any subsequent correspondence, balance or audit process.

The POS system allows for invoicing some or all transactions to accepted external agencies. The invoice period for each agency can be configured to suit their business needs. Additionally, where one agency (e.g. a funeral home) has many locations but one centre for billing, all transactions for the funeral home may be billed to the one location. Vitalware provides the ability to print invoices directly or to produce invoice information that may be processed through another system such as Oracle Financials. Likewise, invoices may be paid directly into Vitalware or payment information may be ingested from another financial system such as Oracle Financials.

Note: Vitalware provides the ability to integrate with other financial systems such as Oracle Financials or SAP.

The POS system includes a suite of reports which range from daily summaries by payment type, product and location, to end of day reporting with bank deposit summaries and slips for performing the daily banking.

All financial activity within the system is fully audited, allowing government audit processing to be thorough and complete.

Note: Point of Sale staff use the POS module to manage security stock.

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