ARONIUM POINT OF SALE

(Networking Module)
USER GUIDE
Manage products
Add product
To add a new product, open Management section and select "Products" from the menu on the left.

Click on "New product" button located in top of screen. Product screen will appear with the
following fields:

Product details
• Name
Product name, can be any text. However, include product attributes (size, colour, weight,
etc) in bracket
• Code
Unique product code (SKU).
Note that Aronium will assign a default value based on current max value in the system.
If you are using custom codes, enter your SKU for a product.
• Barcode
If you are using barcodes, you can enter or generate product barcode here.

You can add as many barcodes as you wish to a single product.

• Unit of measurement
Value is descriptive only, and can contain any text (e.g. "pcs" for pieces)
• Group
Product group. Use groups to better organize your products.
• Active
Indicates whether product is active (enabled).
• Default quantity
If this option is selected, product will be added to a sale with default quantity, otherwise,
user will be asked for a quantity before every sale.
• Service (not using stock) Indicates whether product is service or non stock item (if option
is enabled). You can use this option for service items or simply for items you don't want to
track on stock.
• Age restriction: Indicates whether a minimum age warning should be displayed when
selling this product.
Price & Tax

• Tax
If you need more then one tax on products, you can add additional taxes by simly
clicking [+] button next to first selected tax.
To remove a tax from product, click [-] button next to tax you wish to remove.
• Cost
Product supply cost.
• Markup
Product sell margin, in percents.
For example, if you buy a product for $2, and you wish to sell it for $2.5, your markup value
will be 25%.
• Price
Default product sell price.
• Price includes tax
Indicates if sell price is with tax included.
 If you wish to add tax on top of sale price you entered, leave this option turned off,
otherwise, if entered sale price is with tax included, turn this option on.
• Price change allowed
If selected, user will be able to change price for this product before every sale

Only active products will be available for sale on POS

Image & Color

To change product color and image, open "Image & color" tab.

Change default color by selecting one from a drop down list. Color will be used in "visual" layout as
an item background.

To set product image, click "Browse" button. Selected image will be displayed on sales screen in
"visual" layout, too.
Editing a product
To edit a product, select the one you wish to edit and click "Edit product" button

Modify the values and click "Save".

Deleting a product
To delete a product, select the one you wish to delete and click "Delete product" button

Deleting a sold product

If a product exists in any document (if sell history exists for that product), it cannot be deleted.

If you wish to remove it from POS, you can deactivate it anytime.

Adding a product to the sales

Adding a product to the sale can be done using barcode, code or product search.

You can always change the way you are adding a product by simply clicking desired option in search switcher.

Blue indicator on top-right corner of selection indicates currently active search.

Barcode

If you are using barcode, simply scan your product barcode and it will be automatically added to the sales.

If entered barcode is not found, error message is generated and displayed.

Code
If you are using product code to search and add items to the sale, type product code in search box and press
"Enter". If product code is found, it will be added to the sales. If product code is not found, error message is
generated and displayed to a user.

Name

If you are using product name as a search option, instead of search box a drop-down is presented with your
products listed for quick access.

Simply type first letters of the product name, and it will be automatically filtered. Once desired item is found, press
"Enter" to add it to the sales.

Alternatively, you can expand product drop-down in order to find and add products to the sales.

Product search
By pressing "F3" on your keyboard, or by pressing the "Search" button, search screen will open allowing you to find
your product easily.

To add a product to the sales from search, do the following:

1. Search product by name or code

2. Select product from result list by clicking on it or navigating using arrow keys on your keyboard
3. Press "Enter" or "OK" button located at the lower right corner of the search screen
Changing the quantity
To change quantity of already added product, select the product you wish to modify and press
"Quantity" or "F4" button.

Keyboard will open allowing you to change current item quantity.

Confirmed items
If item is confirmed, quantity cannot be changed. Only newly added items can be modified.

Changing quantity for new items

If you wish to set the quantity before item is added to the sales, click "Quantity" button [F4] while
selection is empty and enter new value. Next item added to the sales will have the quantity set as
selected.

Making a payment
Once your sale is ready for payment, simply hit "F10" on your keyboard or click green "Payment" button. Payment
screen will open allowing you to select payment type, add discounts and more.
Quick Payment
Alternatively, you can use quick payment buttons on the main screen, closing the sales automatically with the
selected payment type.

Paid amount and change

Once on the payment screen, type the paid amount in the field and press "ENTER". Change amount will be
calculated automatically, if any.
Entering paid amount
You can start typing without selecting the paid amount field.

From payment screen you are also able to

• Add a discount or
• Associate a customer with the sale

Split payments
Clicking a "Split Payments" button enables you to split payments.

Splitting payments is used when the customer wishes to pay using multiple payment types (e.g., pay part of the
sales in cash and part using credit card).
Adding New or Purchase
To receive purchased items and put them on stock, do the following:

1. Open document view

2. Click "Add" button to select document type
3. From "Expenses" category, select "100 - Purchase" and click "OK"

New document form will open in a new tab, allowing you to add items to a document.

Document form
Document contains document header, document items tab and payments tab.
Document header contains the following fields:

• Number
Read-only field, number is automatically assigned
• External document
Referenced document number, e.g. supplier's invoice number
• Vendor
Supplier, selected from existing clients
• Date
Document date
• Stock date
Date and time when items where actually added on stock

Adding items to document

From the left side, find a product you wish to add to document and do one of the following:

1. Select product and click ENTER key

2. Drag & drop product to a document
3. Double click on product

Searching products
You can search products by code (SKU), barcode or product name.
Once product is selected, a flyout dialog will open, allowing you to enter document item properties.

Enter quantity and price details and click "OK" button to add item to document.

Payments
If required, add any payment methods used to pay for this transaction.

Once you have added all items to document, click "Save" to save changes.
View documents
To search and view documents, open management section and select documents menu.

Documents screen will open, allowing you to search and edit documents.

Searching documents
On the top of the screen you can find all relevant fields to search documents by:

• Customer
Filters all documents created for selected customer
 • Product
Filters all documents where specified product exists
• Document type
Filter document types (e.g. view sales or view inventory counts only)
• User
Filter documents created by specified user
• Cash register
Search by cash register
• Paid status
Filter paid or unpaid documents only
• Document number
Search by document number
• External document
Search by external document number (e.g. supplier's invoice number)
• Period
Search document within specified date range

TIP: To reset search parameters, click "Clear all filters" button

Edit document
To edit a document, select it in document list and do one of the the following:

• Click the "Edit" button

• Double click selected document in a list
• Right click and select "Edit" from context menu

Document will open in a new tab.

Proforma (quotation)
To make quotation and create proforma invoice do the following:

1. Open document view

2. Click "Add" button to select a document type you wish to create
3. From "Sales" category, select "230 - Proforma" and click "OK"
New document form will open in a new tab, allowing you to add items to a document.

Adding items to document

Adding items to document is same procedure as on a purchase document.

You can read how to add items to purchase document at Purchase document section above.

Print product price tags

To print product price tags, open Management section and select "Products" from the menu on the
left. Click on "Price tags" button located at the top of the screen.

Price tags screen will appear with the settings, filters and preview.
Below options are available for customizing label and paper layout. You will be able to adjust paper
and label sizes, choose what details you wish to print and adjust print size for each element.
1. Paper size
Allows you to select predefined paper size like A4, A5, Letter etc.
2. Page width
Selected page width. Will be set by selected paper size, but you can change this anytime to
match your actual page and paper size.
3. Page height
Same as page width above. Disabled if roll paper is selected.
4. Print on roll paper (unlimited height)
If selected, you will be able to print labels on roll paper. This is useful for barcode printers
and unlimited paper height (paper rolls).
5. Margins
Allows you to set page margins. Values are in millimeters.
6. Columns
Sets number of columns. This option is not available for printing on roll paper.
7. Label width
Sets label width in millimeters
8. Label height
Sets label height in millimeters
9. Row spacing
Adds empty space between each row
10. Column spacing
Adds empty space between each column in one row
11. Product name
If selected, product name will be printed
12. Price
If selected, price will be printed
13. Code (SKU)
If selected, product code (SKU) will be printed
14. Barcode
If selected, barcode will be printed
15. Tax inclusive price
If enabled, price will be printed with tax included
16. Borders
If selected, borders will be printed around each label
17. Barcode type
Allows you to select barcode type you wish to use
18. Product name size
Sets product name font size, if product name is selected for print
19. Price size
Sets product price size, if price is selected for print
20. Barcode height
Sets barcode height, if barcode is selected for print
21. Products
Allows you to search and filter products that will be used for price tags. If none is selected,
 all products will be printed.

22. Number of copies

Set number of product copies you wish to print.
For example, if you select 2 products for print and you set 5 copies, 10 labels will be printed
in total, each product on 5 labels.
23. Print preview
Reloads print preview. You can use "F5" on your keyboard to refresh a layout after changing
any of above properties.

Quantity on hand (stock)

To get info for stock level in a store, open management section and select "Stock" from the left.

From this section you can:

• See and print quantities on hand for your store.

• See and print stock history for selected product
• Print Inventory count report
• Make a quick inventory for selected product
• Recalculate stock quantities (use right click menu)
User management
To access users details, open management and select "Users & Security" section on the left.

List of existing user will appear.

Add new user

To add new user click "Add user" button

Edit user
If you wish to edit existing user, select the one you wish to modify and click "Edit" button.

Note

You can manage users with same or lower access level compared to your access level.
Enter user details and set access level

Note: For a new user you can set same or lower access level compared to your own.

Deleting a user
To delete user select user from list and press "Delete" button

Note

You can't delete a user if any document created by this user exists in a system.

Tip
If you want to disable a user to access Aronium you can deactivate a user. Once deactivated, user will
not be able to log in anymore.

Setting up access levels

Securing admin account

Before you start setting up access levels and permissions, make sure you have valid email address
assigned to your admin account.

Admin account is the one who has the highest access level in the system. In case you set up some
restrictions and forgot the password for admin account, the only way to reset it is using a valid email.

Access levels allows you to set wide range of permissions for your users. Access levels are presented
as numbers, where application assumes that user with lower access level has lower permissions.

You can use any numbers you wish for access levels.

Simple example

Depending on your requirements and organization, you may wish to have cashiers as limited users,
managers as users who can perform some business-critical operations and an admin with unrestricted
access. You can achieve that by setting the following access levels:

• Level 0 - Default for limited users. Will be able to access unprotected application sections only.
• Level 5 - You can assign this access level to managers and allow them to view reports in
management sections, void orders, but not to edit or delete documents.
• Level 9 - You can use this level as a "master admin" account. In this example, user with access level 9
will have unrestricted access to all sections and actions.

NOTE: Access levels in this example (0, 5 and 9) are used for demonstration purposes only, you can use
any numbers you want. Application will look if given access level is greater then required when deciding
whether a user can access some protected section.

Admin account and unrestricted access

Any user with the highest access level currently set in application will always have unrestricted access.

Access denied

If you cannot access a section or perform some operation (like void order), it only means that this
section or operation is protected with a higher access level then the one assigned to you.

Also, if you assume you have the highest access level ("admin" account), but you are still not able to access
some protected sections, it only means that there is another user with higher access level then yours.
Protecting application sections with access levels
First step is to set required access levels to application areas, or sections you wish to protect from
unauthorized access. To set access levels, open management, select users on the left and go to
"Users & Security" section.

In this section you can adjust access level for some sections in Aronium or set security level for some
critical operations.

For example, if you set access level "8" for Management section, users with access level 8 or higher
will be able to access management section, while users with lower access level then 8 will be prompt
for a user authentication with access level higher then 8.

Set users' access levels

Second step is to assign appropriate access levels to your users. You can do this in users' section
when you create new users or by editing existing ones.

Access levels are set as in the screenshot below.

Remember

Setting required access level to application areas is the first step. To complete the process and grant
access to the users, you need to update individual user accounts.

Sections
Access levels are separated into sections allowing you to easy find the settings you need, as described
below.

General

This section contains general access setting.

Operation Description

Management Setting access level for management section

Settings Setting access level for Settings section

 Operation Description

End of day Setting access level for end of day action (applies to "End of day" button)

User profile Setting access level for user profile and cash out

Sales

This sections contains mostly used operations executed from main sales screen.

Operation Description

View all open Setting access level required to view all open orders (available if floor plans are
orders enabled)

Void order Setting access level for void order action (applies to "Void order" button)

Void item Setting access level for void item action (applies to "Void" button)

Lock sale Setting access level for lock sale action (applies to "Lock sale" button)

Unlock sale Setting access level for unlock sale action (applies to "Unlock sale" button)
 Split order Setting access level for split order action (applies to "Split order" button)

Apply discount Setting access level for discount action (applies to "Discount" button in sales
screen and payment section)

Delete document Setting access level for delete document action (applies to "Delete" button in
"View sales history" section)

Refund Setting access level for issuing refunds (applies to "Refund"button in main sales
screen and "View sales history" section)

View sales history Settings access level for "View sales history" action

Starting cash Setting access level for "Cash In / Out" option

Open cash drawer Setting access level on Cash drawer button on sales screen

Zero stock Preventing unauthorized users to sell items with insufficient quantities on hand
quantity sale

Management

This section provides settings for management modules.

 Operation Description

Dashboard Setting allows user to see the dashboard

Documents Allows user to open documents module and manage documents

Products Allows user to open products module and manage products

Stock Allows user to open stock module

Reporting Allows user to open reporting module and run reports

Customers & Suppliers Allows user to open customers & suppliers module and manage them

Promotions & Actions Allows user to open promotions module and manage them

Users & Security Allows user to access users module and manage them

Payment Types Allows user to access payment types module and manage them

Countries Allows user to access countries module and manage them

Stock

This sections contains stock related operations.

Operation Description

Quick inventory Allows user to perform quick inventory operation

View cost prices Allows user to see cost prices in stock management
View reports
To view your favorite reports, open management section and select "Reporting".

Report selection
You will se a list of all available reports. Select a report you wish to see or print.
Filters
To filter report result, select options to the right of the reports list. You can filter reports by:

• Customer or supplier
• Users
• Products
• Date range

Once you have selected criteria for selected report, click "Show report" button to open print preview
or "Print" to print selected report.

Note

Filters do not apply to all reports. For example, you are not able to filter products in "Payment types"
report.

Print or save report

From print preview screen, you will be able to print or save report to desired format.
To save report, click "Save" button and select your favorite format from a list.

Stock control
Stock control gives you the ability to prevent negative stock, or selling something you don't have in
the inventory and reaching negative stock quantity. Additionally, using the Stock control plugin, you
can work proactively and be notified when some product quantity is reaching critical points.

Preventing negative stock quantity

To prevent negative quantities in your inventory, enable stock control option in settings.

To enable stock control, do the following:

1. Open settings
2. Go to "Order & payment" section
3. Enable "Prevent negative inventory" option, as shown in picture below.
Once this option is enabled, Aronium will check if there is enough quantities on stock before item is
added to the sale.

In case there is not enough quantity on stock, you will be notified with the following message:

If you click "Yes", item will be added to a sale, as a regular one does.

Required quantity
Required quantity in a notification message represents total quantity required/ordered for selected product.

Required quantity will sum the following:

• Item quantities ordered by any user in other open sales, if any

• Confirmed quantities in current order
• New quantities being added to the sale
For this reason, it may happen that required quantity displayed is greater then the selected in a current sale.
Securing zero stock quantity sale
If you wish to prevent users from selling items that will go negative in stock, you can do this by
setting permission level required to sell a zero stock quantity item.

For example, if you wish to allow only managers or supervisors to sell zero quantity items, do the
following:

1. Open management
2. Go to "Users & Security" section
3. Select "Security" tab
4. Look for "Zero stock quantity sale" and set desired access level

Once you set permission level for "Zero stock quantity sale", users with lower access level will be asked
for manager password before they can proceed with sale.

Default access level

Without specifying access level, all users will be able to sell zero quantity items.

Low stock warning

Requires separate plugin
To enable product specific stock control and low stock notification, download stock control plugin. With stock
control plugin installed, you will get a new tab in product options, allowing you to set up specific values for
tracking stock quantities.
 • Supplier (optional)
Specify supplier from which you are buying this product mostly. This will be used to create supplier
based reports later.
• Reorder point
This is the quantity when you wish to start ordering this product
• Preferred quantity
Specifies quantity you prefer to have on stock. This will be used in stock control reports to tell you
how much you need to reorder to get to this level
• Low stock warning
If enabled, you will get notification when quantity goes below specified level below
• Low stock warning quantity
Specifies the value you want to be notified when quantity gets to that level

If "Low stock warning is enabled", the first time your stock goes below specified level, you will see a
notification similar to the one below.
Notification limits
Please keep in mind this notification will be displayed for a product only once during one session. Notification
for a product that has low quantity will be displayed again after application restart.

Low stock level reports

With stock control plugin, new reports will be added:

• Reorder product list

• Low stock warning

Reorder product list

This report gives you the list of products that needs to be reordered, grouped by their supplier.

Low stock warning

Low stock warning lists all products that are below desired stock level, and you should be purchasing
them soon.