DEAR Inventory – DEAR Point of Sale Integration



How it works

DEAR Point of Sale (POS) platform provides advanced, multi-directional integration with DEAR Inventory. In general integration works in the following way:

  • Customers purchase goods in store via DEAR POS.
  • DEAR POS sends sale order details to DEAR Inventory for each sale.
  • DEAR Inventory creates pending order in the staging area for each sale. Stock is allocated to the sales immediately.
  • Depending on how Point of Sale is configured, pending sales can be converted to DEAR Inventory Sale Orders with stock then written off the inventory account.

 


Multiple Stores

 

It is possible to link several POS shops to a single DEAR account. Each linked shop will have its own “location” in DEAR for inventory quantity management as well as low stock reorder points and has an independent catalogue, logs and settings. More information on Multiple Stores. 



Integration Settings

Order Consolidation

You are able to configure how pending POS Sales are processed in DEAR by using the Consolidation Type feature.
There are two modes:

  • No Consolidation
  • Daily Consolidation


On Account and Layby

Regardless of the consolidation method selected On Account and Layby sales will always be created in DEAR as individual Sale Orders. This allows you to fulfill the orders as well as attach relevant payments when necessary.


Walk In/Cash Register

If No Consolidation option is selected all Walk In/Cash Register sales will be created as individual Sale Orders by DEAR. Daily Consolidation method will pool all POS Sales into a single Sale Order for that day at a specified time.
When Daily Consolidation is selected an additional option becomes available:

  • Consolidation Time

This is your local time for consolidating all pending sales into a single sale order containing all sales that occurred during the day.

*See Pending Sales Processing section below for more details.

 

Customer

Existing customers (in DEAR Inventory) will need to be selected in DEAR POS setting page (within DEAR) in order for the pending order processing to work in certain scenarios.

When Daily Consolidation is selected, the customer is used to create a new sale task that will combine all daily sales into a single sale.

When No Consolidation is selected, the customer may be used in cases where customer information is not attached to the POS sale order (incase of Walk In sales for example).

If the customer information exists in the POS sale order then the existing customer defined in Settings is ignored.


Sale Price Tier


This setting determines which Product Price Tier (within DEAR Inventory) will be used when publishing products from DEAR to POS.

Please make sure that prices in the selected Price Tier are tax exclusive if you have tax exclusive pricing setting in POS.

Or check the box (tax inclusive) if you have tax inclusive pricing in POS.


Default Sales Tax 


When a pending sale is processed in DEAR, a Sale Task is created with order and invoice lines completed. Select the Tax Rule that should be applied to Sales coming from POS. The default Tax Rule can still be overwritten within POS on outlet level.


Pick, Pack and Ship Processing Mode

This feature allows you to automate the Pick, Pack and Ship steps of the fulfillment process when a pending sale is converted into a sale order in DEAR.

* Please note if there is not enough stock on hand to pick full quantity of products in sale order, the Pick will remain in Draft State and Pack and Ship will not be completed.

 

Invoice Status


You can control Invoice Status for Sale task created as a result of processing pending sale from POS.

By default, Invoice will not be authorized and will be in Draft state, adjustable and waiting for authorization. But if this setting is changed to AUTHORIZED the invoice will be automatically authorized and pending sync will be created for it to sync with your accounting application.


Loyalty Expense Account

If you're running a loyalty program, you'll need to select where in DEAR to post the loyalty expenses.

If you are not sure where to set this account up in Chart of Accounts, or which codes to use, please contact your accountant.


Till Discrepancy Account

This account will be used to track the differences between the amount expected when you close your register and the amount you count


Petty cash


This Expense Account will be used to post any Petty Cash amounts taken or added into your cash drawer for any small expenses of your store.


Cash In/Out


This account should be a Current Asset and will serve as a Clearing Account when cash is put in or taken out of the till. Amounts coming in/out of this account will be reconciled against bank or wages accounts.


Cash Float Account


This account should be a Current Asset and will be used to post your daily float and any float adjustments that were made during the day.


Rounding Account


This account will be used for rounding differences for amounts owed to the nearest specified increment based on your chosen rounding rule.


Round to

Pick the cash rounding denomination that matches your country’s’ regulations. You have the choice between the nearest 0.01, 0.05, 0.10, 0.50 or 1.00.


Rounding rule

You will need to specify your rounding rule. This rule determines how your chosen denomination is rounded in a cash sale. You have the choice between always round down, always round up, round midpoint down or round midpoint up.


Optional Revenue Account


Revenue Account is to be used for all POS sales. Settings at Product/Customer level and Account Mapping will be ignored.


Use as Sales Representative


Fill in this field with the name of Sales Representative to be specified for sales captured by DEAR from POS.


Receipt Template


Select default Receipt Template which can also be customized under:
Settings > Document & Email templates


Enable Loyalty

Check the box to turn loyalty on. Loyalty is a feature where your customers earn dollars for every purchase they make to then spend in your store.


Earning Loyalty


Choose the amount a customer needs to spend to earn $1, or currency applicable to your country.


Default User's Password

Set default password which will be used by users to access DEAR POS for the first time when you invite them. Upon accessing POS for the first time they will be prompted to reset their password to their own unique one.

Link POS Payment Methods to Payment Accounts

DEAR captures payments made against sales in POS and is able to automatically add payments to created sale tasks (only in No Consolidation mode). If you want DEAR to create these payments, you need to map an Account from Chart of Accounts that has the ability to receive payments. If this account is not selected, payments will not be created.

Please make sure that you have an account in DEAR for each payment method in POS (Cash, Loyalty, Credit Card, Store Credits, On Account and Lay-by). This way the payment will be automatically allocated to the appropriate account. You cannot use the same account for multiple payment methods.


Disconnecting from POS Store

When you disconnect from your POS store, DEAR removes all associations between DEAR and POS Store, including Log and Product Catalogue.
Please take care when disconnecting from your shop.


Downloading Orders & Payments


Orders are automatically downloaded when an order is created or order status changes in POS (e.g. Completed).

Any downloaded order is saved to Pending Orders. It is a temporary storage of all sales and payments in Dear.

While saving an order, DEAR captures customer information, billing and shipping addresses. All line items are captured together with quantities, prices and totals.


DEAR - POS Catalogue

  • You can list products directly to your store from within DEAR Inventory.


  • You can also remove products from your store by removing it from the POS Catalogue in DEAR Inventory.


Bulk Listing


In addition to individual product management within the catalogue you also have an option to bulk list products in DEAR POS.

Bulk listing uses the same logic as the Catalogue Listing.


Logs


Each captured POS order (once saved to Pending Orders) creates Log Entry to track the link between Sale in Dear and in POS.

With Log entry you are able to see which Sale task reflects a particular POS sale.

You also have an option to delete Log Entry manually. This will allow you to reprocess an order if required. Deleting a Log Entry won’t void or delete associated sale task.