Differences Between Terminal and Employee Phone Room Functionality

There are two types of Phone Room functionality.

 

1. Terminal Phone Room - Phone Room functionality that is set up on the terminal level. This functionality allows any employee on a designated phone room terminal to access phone room functionality without being able to invoice regular sales and returns. Accounts are assigned to phone room locations, but can be changed per phone room ticket. 

2. Employee Phone Room - Phone Room functionality that is set up on the employee level. This functionality enables the counterman with phone room capabilities to take phone room calls as well as invoice regular sales and returns. The Phone Room functionality is not tied to a terminal and, instead, is tied to the employee. Any account can be a phone room account and the phone room employee determines whether to create a phone room ticket for another store before adding items to it, or to create the ticket in his store as a regular sale or return.

 

Phone Room User Guide - 21 pages

 

 Phone Room: Overview and Comparison - 7 minutesPhone Room: Overview and Comparison - 7 minutes

 Phone Room: Employee Setup - 5 minutesPhone Room: Employee Setup - 5 minutes

 Phone Room: Employee Invoicing - 5 minutesPhone Room: Employee Invoicing - 5 minutes

 Phone Room: Terminal Setup - 5 minutesPhone Room: Terminal Setup - 5 minutes

 Phone Room: Terminal Invoicing - 5 minutesPhone Room: Terminal Invoicing - 5 minutes

Terminal and Employee Phone Room Functionality Comparison

Terminal Phone Room

1. The Enterprise control must be set to enable Terminal Phone Room.

2. The 'PHONE ROOM TERMINAL' flag must be checked in TERMINAL SETUP screen per terminal or 'PHONE ROOM LOCATION' flag must be checked in STORE INFORMATION tab on the STORE GENERAL SETUP screen for all terminals. Phone Room functionality is available to all users from enabled terminals.

3. Access the Invoice Point of Sale screen and enter a customer, which is validated in Store/Store Group for current store. 

4. The system changes the account to account's 'PHONE ROOM STORE'. If account's 'PHONE ROOM STORE' is 'ALL', the application prompts to select a location.

5. The account displays in the Invoice Point of Sale screen in Account's 'PHONE ROOM STORE' or selected store and is validated in Store/Store Group for current store.

6. Sell parts in the selected store.

7. The 'CHANGE STORE BUTTON' displays rather than the 'DEFAULT PRINTER' button and is available to change locations before adding items to ticket. 

8. Items are added to the invoice, allocating inventory from the current/active Point-of-Sale (virtual) store.

9. The Point-of-Sale action buttons, such as 'QUOTE'/'PICK'/'PACK'/'INVOICE', are used to queue the invoice to be printed by the background processor. 

10. Once the ticket prints at the physical location, the reference is opened and processed/tendered/printed.

11. The system checks the Store Group/Default Location if any other screen is attempted to be opened other than the Invoice Point of Sale screen. If the current store is validated, User Security determines the screens that can be accessed. The system prompts, "You are only allowed to access the POS screen on this phone room terminal." when the current store is not validated as part of the Store Group/Default Location. 

Employee Phone Room

1. The enterprise control must be set to enable Employee Phone Room. 

2. The 'PHONE ROOM REP' flag must be checked per employee using Phone Room functionality.

3. The 'PHONE ROOM TERMINAL' flag must be checked in the TERMINAL SETUP screen per terminal or 'PHONE ROOM LOCATION' flag must be checked in STORE INFORMATION tab of the STORE GENERAL SETUP screen for all terminals. Phone Room functionality is not tied to a terminal but rather a logged-in employee even though the flag must be checked.    

4. Access the Invoice Point of Sale screen and enter a customer, which is validated in Store/ Store Group for current store.

5. A 'PHONE ROOM' button displays to optionally use Phone Room functionality. Click the 'PHONE ROOM' button to display the 'SELECT PHONE ROOM LOCATION' window to select the location. If the account's 'PHONE ROOM LOCATION' is other than 'ALL', the location is highlighted in window. Only locations in the Store Group/Default Location shows in the window.

6. The account displays in the Invoice Point of Sale screen in selected store and is validated in Store/Store Group for current store.

7. Sell parts in the selected store.

8. The 'PHONE ROOM' button displays to optionally use and is available to change locations before adding items to a ticket.  

9. Items are added to the invoice, allocating inventory from the current/active Point-of-Sale (virtual) store.

10. The standard Point-of-Sale action buttons, such as 'QUOTE'/'PICK'/'PACK'/'INVOICE', are used to process/tender/print the ticket if this is not a phone room transaction. If this is a phone room transaction, click the 'PHONE ROOM' button. A pop-up displays allowing the appropriate POS action button, such as 'QUOTE'/'PICK'/'PACK'/'INVOICE', to be clicked to queue the invoice to be printed by the background processor. Note: The 'PHONE ROOM' button in the Invoice Point of Sale screen serves two (2) purposes depending on when it is clicked. (1) If clicked before any items are added to the invoice, the store number can be selected for the transaction so inventory is allocated from the appropriate location. (2) If clicked after items are added to the invoice, the ticket can be queued for printing by the background processor at the physical location.

11. Once the ticket prints at the physical location, the reference is opened and processed/ tendered/printed.

12. The system checks the Store Group/Default Location if any screen other than POS is attempted to be accessed. If the current store is validated, User Security determines the screens that can be accessed. The system prompts, "You are only allowed to access the POS screen on this phone room terminal" when the current store is not validated as part of the Store Group/Default Location.