Help CenterThis how-to article will explain how to create accounts balance functions, which includes creating a received on account function. These can be used to create charge accounts or even negative balance accounts in GoPOS.
The steps will be similar for both GoPOS and PCProg. For creating a balance function, we will use PCProg in the screenshots provided, and GoPOS for the syntaxes on using the balance functions.
We will only cover a few syntax commands in this article. For full detailed information on balance functions, please consult the PCProg Help file and APOS Help file with the section under Balance Functions.
We have also released a video regarding balance functions as part of our PCProg Comprehensive Training Guide, available links through our Dealer Portal.
Creating the Account Balance Function
In PCProg, click open the Balance Function Module.
Next, add new function by clicking on the plus symbol (+) at the bottom left hand corner of the window. In the caption, name the balance function, for example Account, then ensure that the Balance Type is Account, and Balance Function is Open/Add/Close. In the Options field, you can enable the option Ask For Name, which a prompt will pop-up when creating a new account.
You can also add a few more Account Balance Functions with Print, List Account, and Transfer Account. If you have an APOS-04, APOS-05L, or APOS-05, you can also add the View Account function.
Once the functions are created, click on save, and then close the window.
Next, we will go to PO/RA in the main PCProg window. From here, insert new function and in the caption, name it as Received on Account. Then in Options, enable Received on Account. Then in Tenders, select a default tender. Once selected, then click on Save, and close the window.
Next, program the functions onto a keyboard through the Keyboards Maintenance and Keys Maintenance windows, with the Type as Balance Functions, and Functions as the programmed balance functions (Account, Print Account, List Account, Transfer Account, etc.). Once the keys are programmed, click on save, and then close the Key and Keyboards Maintenance windows.
Send the programming to the APOS in PCProg and verify that the program is sent to the APOS.
Syntax
In GoPOS on the APOS system, there are two ways to create an account. The first way is to create an account number followed by pressing the Account (Open/Add/Close) balance function key. For example, if the account number you want to create is 1001, the syntax input to the keypad would be:
1 0 0 1 + Account (Open/Add/Close) key
A window prompt will pop up asking to enter the name for the account, since we have enabled the option earlier to Ask for Name.
Once the name is entered, tap on Submit, and the new account balance is created. You can then fullfill the sale.
Once sales are fulfilled in the transaction, press on the Accounts key to save and close the transaction into the account balance.
When you want to reopen the balance, enter the account number on the keypad, followed by the Account key and the balance will be loaded onto the screen.
The second way to create an account is by simply pressing the Account (Open/Add/Close) key and GoPOS will automatically generate an account number. If you have Ask for Name enabled in the Options field for the Open/Add/Close function in Balance Functions Maintenance in either PCProg or GoPOS, a window prompt will pop up allowing you to enter a name associated with the newly opened account.
If you are unsure or do not remember what the account number is, you can select the List Account key that was initially programmed earlier in the example, which will list the open active balances with the account number, name, and the current balance associated with that account. You can then tap to open the desired account with to show the currently open balance of that account.
Depositing and Paying Account Balances using Received on Account
For any balances, a deposited amount can be entered using the Received on Account feature.
In the example below, we will deposit $25.00 into an order that is almost double the amount in total.
Using the default tender in Received on Account (cash), enter one of the following syntaxes:
2 5 . 0 0 + Received on Account key
OR
2 5 . 00 + Received on Account key
OR (with Setting 32 enabled by default)
2 5 0 0 + Received on Account key
OR
2 5 00 + Received on Account key
If you want to use a card tender instead (Visa for example), enter one of the following syntaxes:
Received on Account key + 2 5 . 0 0 + Visa tender key
OR
Received on Account key + 2 5 . 00 + Visa tender key
OR (with Setting 32 enabled by default)
Received on Account key + 2 5 0 0 + Visa tender key
OR
Received on Account key + 2 5 00 + Visa tender key
Once an amount is deposited, the balance can be saved and closed by pressing the Accounts (Open/Add/Close) key.
You can repeat the previous steps if you want to deposit additional funds into the balance with either tender options using the Received on Account feature.
If you want to view an outstanding balance, you can select List Accounts and then select the account you wish to open.
When you select the account balance, it will display the subtotal of that balance. When you press the Subtotal key, it will display the total including taxes.
IMPORTANT NOTE: When totalling a remaining balance, the actual total will be displayed in the line TOTAL shown in the on-screen receipt journal as the remaining outstanding balance including taxes.
If you want to transfer an account from one balance to another, open up the account balance you wish you want to transfer, then enter the account number of the account you wish you want to transfer to, and then select Transfer. Below is an example of the syntax:
1 0 0 1 + Account (Open/Add/Close) key + 1 0 0 2 + Transfer Account (Transfer)
Please note that this assumes that another open balance account is created.
You can also transfer a regular transaction into an account balance that hasn't been tendered yet by simply pressing on transfer after the transaction. This will automatically produce an account balance function with an auto-generated account number. However, the GoPOS software will not allow you to enter a name of the account, even if the option to Ask for Name is enabled in the programming.
If you want to print the outstanding balance of an account, you will need to have the account balance open on the screen, and then you press on Print Account (Print). This will print out the subtotal of the current balance.
If you want to fully tender a remaining balance, you can do so by completing the transaction normally.
Using a Negative Balance Account
For more information on how to use a Negative Balance Account, please click on our Knowledgebase article link below.
How To Create a Negative Balance Account
If you need additional assistance relating to Optima APOS hardware, Optima GoPOS software, or Optima PCProg software, please contact Optima Support.
Toll-Free: 1-888-475-2767
Email: possupport@optimagopos.ca