Departments Maintenance

Departments Maintenance allows you to setup your departments and specify the options of each department.

The maintenance screen is divided into the following three main sections:

Maintenance Grid

The grid area displays the currently defined departments. All fields are display-only and all modifications to a department must be done by selecting the item row and modifying the fields in the data entry area. Once the focus is within the grid area, you may use the arrow-up and arrow-down keys to navigate through each of the rows. All defined values for the selected item will be displayed dynamically in the data entry area.

	Item Row Maintenance
	Right clicking on any of the row numbers will display a pop-up menu that will allow you Delete, Insert or Duplicate a row. Rows may also be deleted, inserted or duplicated by using the delete, insert or duplicate buttons in the buttons area.

Select All

Clicking on the upper left corner of the grid will select all departments. To select multiple contiguous rows, select the first row then press down the SHIFT key on your keyboard and while the SHIFT key is pressed, select the last row in your range. To select multiple rows that are not contiguous, select the first row then press down the CTRL key on your keyboard and while the the CTRL key is pressed, select each subsequent row that you want to include in the selection. Once you are done selecting all your rows, you can release the CTRL key. All data edits or option changes will be applied to all selected rows. Pressing on the Delete button while in multi-select mode will delete all selected departments.

	Column Sort
	Clicking on a column header will sort the rows either in ascending or descending order, A small arrow at the top of the column will point up for ascending or down for descending order.

Data Entry

The data entry area dynamically displays the currently selected department.

	Department Id
	Enter a unique integer value to identify the department. Required field. Duplicates not allowed. When modifying Department Ids, a warning message will be displayed indicating that any references to the department will be lost when the changes are saved.

	Group
	Select the group you wish to link to this department. Clicking on the Groups Maintenance button will give you quick access to the Groups Maintenance module. Linking one or more departments to a group will group transactions for the specified departments on the period reports created by GoPOS.

Promotion

Select one of the active (non-expired) promotions in the drop down list or "None" if you do not want to link a sales promotion to this department. Clicking on the Promotions Maintenance button will give you quick access to the Promotions Maintenance module. By default, all products will inherit sales promotions from their specified department. This can only be overridden at the product level if Setting 74 - "Individual Promotions for Products" has been enabled.

Minimum Age

Enter a minimum age or 0 (zero) if you do not want to link a minimum age restriction to this department. If a minimum age restriction has been entered, GoPOS will prompt the user to enter the date of birth of the customer. If the calculated age is less than the minimum age restriction, the sale will not be allowed. By default, all products will inherit the minimum age restriction from their specified department. This can only be overridden at the product level if Setting 1 - "Individual Options for Products" has been enabled.

Price Limit

Enter the maximum price allowed or 0 (zero) for no price limit.

A price limit of $0.00 will indicate that there is no maximum price on an open department sale for this department. Any price entered on GoPOS during an open department sale will be permitted.

A positive, non-zero price limit will ensure that the price entered on an open department sale is less than or equal to the price limit.

Please note that open department sales will only be permitted on GoPOS if the Open Department option has been enabled.

By default, all products will inherit the Price Limit from their specified department. This can only be overridden at the product level if Setting 1 - "Individual Options for Products" has been enabled.

	Name
	Enter the department name. Required field. Max 25 characters.

Second Name

Enter the department second name. Max 25 characters. This caption will be displayed on printers that have been defined to use second captions.

Modifier Groups

Hovering your cursor over the the list of modifier groups that the department is linked to will display the modifier group names. By default, all products will inherit modifier group options from their specified department. This can only be overridden at the product level if Setting 60 - "Individual Modifier Groups for Products" has been enabled.

Clicking on the Department Modifier Groups button will allow you to edit the list.

	Title Bar
	The Department Id and Name you are currently working with will be displayed in the title bar. All Modifier Groups defined in the linked modifier groups list will be added to the department when the window is closed.

	Modifier Groups
	Clicking on the Modifier Groups button will give you quick access to the Modifier Group Maintenance module.

	Filter
	Entering a search value will filter the list of modifier groups and only display modifier groups containing the entered text. If this field is blank, all modifier groups defined in the modifier Group maintenance screen will be displayed.

Modifier Groups List

All defined Modifier Groups will be displayed. Double clicking on a row will add the Modifier Group to the list of Modifier groups linked to the selected department. You may also select a row and click on the Add button to add the Modifier Group to the list.

Clicking on a column header will sort the rows either in ascending or descending order. A small arrow at the top of the column will point up for ascending or down for descending order. Resizing the column will also resize the corresponding column in the linked modifier groups list.

Linked Modifier Groups

List of all modifier groups you wish to link to the current department. Double clicking on a row will remove the Modifier Group from the list of Modifier groups linked to the selected department. You may also select a row and click on the Remove button to remove the Modifier Group from the list. When inserting new modifier groups to the list, the modifier will be added after the currently selected row. You may move the currently selected row either up or down in the list by clicking on the Move Up and Move Down buttons. GoPOS will display and process each modifier group based on the order of the Modifier Groups defined in the list.

	Add
	Clicking on the Add button will add the selected modifier group in the modifier groups list to the linked modifier groups list. The modifier group will be added after the currently selected modifier group in the modifier groups list or at the end of the list if there is no currently selected row.

	Move Up
	Clicking on the Move Up button will move the selected modifier group in the linked modifier groups list up one position in the list. This button is disabled if the modifier group is already at the top of the list or if there is no selected row.

	Move Down
	Clicking on the Move Down button will move the selected modifier group in the linked modifier groups list down one position in the list. This button is disabled if the modifier group is already at the bottom of the list or if there is no selected row.

	Remove
	Clicking on the Remove button will remove the selected modifier group from the linked modifier groups list. You may also remove a modifier group from the list by double clicking on the row.

Link

Hovering over the the list of PLU's that this department is linked to will display the product names. Clicking on the Product Links Maintenance button will give you quick access to the Product Links Maintenance module. By default, all products will inherit product links from their specified department. This can only be overridden at the product level if Setting 1 - "Individual Options for Products" has been enabled. On GoPOS, linked items are automatically included as part of the transaction when the parent item is sold.

	Options
	Select one or more of the following department options. By default, all products will inherit options from their specified department. This can only be overridden at the product level if Setting 1 - "Individual Options for Products" has been enabled.

Zero Prices Not Allowed

Select this option if all product items must have a non-zero price to be sold. If this option is enabled, items may be defined with zero prices but will no longer be allowed to be sold. This applies to each price level. It the user attempts to sell the item on GoPOS a warning message indicating that "Zero prices are not allowed" will pop up and the item sale will not be allowed. To sell the item with this option enabled, you must choose a price level with a non-zero price or change the item price to a non-zero value. The user must also enter non-zero prices for open department sales.

Prices are Negative

All product item prices are entered as positive values but subtracted from the transaction total.This also applies to Open Department sales. For example, this option may be used to redeem gift cards, refund bottle deposits or pay out lottery winnings.

Scalable

Items sold in bulk or weight should be marked as scalable. The total price will be calculated based on the weight measured by the scale or entered by the clerk. A warning message will be displayed if no scale has been defined in hardware maintenance. Products may be sold by weight (Scalable) or by volume (Price 3 decimals), but not both.

Tare weight may also be entered to define the tare of all products for the department. If defined, the total price will be calculated based on the weight measured by the scale or entered by the clerk minus the tare weight.

Print Weight/Volume Info Line

If chosen, the weight or volume of the item will be included in the pricing printed on the receipt. Products may be sold by weight (Scalable) or by volume (Price 3 decimals), but not both. The base weight and base volume measurements defined in the Setting options will be used. Setting 18 - "Base Weight Unit" and Setting 75 - "Base Volume Unit"

Single Item

Entering a single item product automatically begins and ends the transaction with the item entry. The first tender declared will be used.

Manager Required

Select this option if the user requires managerial rights. On GoPOS, any user without Managerial rights will get a "Manager Required" warning message and will not be allowed to make an open department sale, sell any items under the department or display the PLU list for the specified department. Managerial override may be accessed by pressing the USR key and temporarily logging in as a user with managerial rights. "Mo" will be displayed at the top of the register to indicate managerial override mode. The register will return to regular mode once the entry has been completed or the CLEAR key has been pressed.

One Quantity Ticket on KP

Select this option if you wish to print Account and Table transactions as one single ticket when printing to the Kitchen printer. If this option is disabled, all transactions for a single Account or Seat will be sent to the kitchen printer as separate tickets.

No Decimal Point Entry

If this option is enabled, department products can only be sold in whole units. When the option is disabled, decimal values are allowed and products may be sold in partial units. For example, when decimal point entry is allowed, the user may enter 1.5 x Item on GoPOS to sell one and a half of the item. The total price will be calculated as 1.5 times the unit price. If decimal point entry is not allowed, entering 1.5 x Item will display a warning message indicating that "Decimal point entry is not allowed".

Price 3 Decimals

Items sold by volume should be marked as Price 3 Decimals. Enabling this option will indicate that the products are measurable and a volume may be entered when entering transactions. Products may be sold by weight (Scalable) or by volume (Price 3 decimals), but not both. If this option is enabled, department product prices will be displayed with three decimal places. This setting will override Setting 6 - "Number of Decimal Digits".

Open Department

Select this option to enable open department sale. Users are allowed to enter a price followed by the department key without identifying the product sold. Please note that if the Manager Required option has been enabled, users without managerial rights will not be allowed to make open department sales.

PLU List Function

Select this option to display a pop up list of all products defined under the chosen department. The PLU list will be displayed when the department key is pressed on the GoPOS Register. Users can then scroll through the list to select and add an item to the current transaction by pressing on the item. Please note that if the Manager Required option has been enabled, users without managerial rights will not be allowed to display the department PLU list. Pressing on CLEAR in the Fixed Functions & Numeric Keypad or on the Keyboard Key in the Menu Icons on the GoPOS Register will clear the list from view. The height of the PLU List may be customized by changing the option in Setting 70 - Pop-up List Item Height.

Food Stamp

Select this option to allow department sales to be tendered using food stamps.

Hash department

If enabled, open department sales will not be included in total sales and will not affect revenue.

Open Price on Products

Select this option to enable open product sales. Users are allowed to enter a price before selecting the product to "override" the price without having to hit the "Price Override" function. If this option is disabled, entering an amount before pressing on the product will treat the amount as a multiplier. When this option is enabled, you must enter the amount and press on the multiplier (X) symbol before pressing on the product to treat the amount as a multiplier.

	Print On
	All printers and customer displays defined in Hardware Maintenance will be shown. Select one or more of the listed printers. At least one printer must be selected. By default, all products will inherit printer options from their specified department. This can only be overridden at the product level if Setting 2 - "Individual Print Options for Products" has been enabled.

Print Font

Select one of the supported printer fonts.

Font A Standard

Font A Double Width

Font A Double Height

Font A Double Width and Double Height

Font B Standard

Font B Double Width

Font B Double Height

Font B Double Width and Double Height

Font A Standard

Font A Double Width

Font A Double Height

Font A Double Width and Double Height

Font B Standard

Font B Double Width

Font B Double Height

Font B Double Width and Double Height

Kitchen Printer Font

Select one of the supported printer fonts to use when printing to the kitchen.

Font A Standard

Font A Double Width

Font A Double Height

Font A Double Width and Double Height

Font B Standard

Font B Double Width

Font B Double Height

Font B Double Width and Double Height

Font A Standard

Font A Double Width

Font A Double Height

Font A Double Width and Double Height

Font B Standard

Font B Double Width

Font B Double Height

Font B Double Width and Double Height

Tax

All taxes defined in Tax Maintenance will be displayed. Select one or more of the applicable taxes for the chosen department. By default, all products will inherit tax options from their specified department. This can only be overridden at the product level if Setting 3 - "Individual Taxes for Products" has been enabled. Clicking on the Tax Maintenance button will give you quick access to the Tax Maintenance module.

Stock

Click on the Stock button to enable or disable inventory tracking for the products in this department. A data entry sub section will appear allowing you to further define the inventory stock settings. By default, all products will inherit the stock settings from their specified department. This can only be overridden at the product level if Setting 1 - "Individual Options for Products" has been enabled.

	Minimum Stock
	Enter the minimum stock count for the defined items under this department. Once the stock on hand is less than or equal to the defined minimum, the item will be included in the "Stock Minimum Quantities Report" and "Stock Min. Quantities by Supplier Report".

	Suppliers Maintenance
	Click on the Suppliers Maintenance icon to access the Suppliers Maintenance module.

	Supplier Id
	Click on the drop down list to select one of the defined suppliers.

Buttons

The buttons area consists of the following 5 buttons:

	Delete
	Click on this button to delete the currently selected row or rows. A warning message will be displayed indicating that any references to the deleted department or departments will be lost when the changes are saved.

	Insert
	Click on this button to insert a new row at the end of the list. All validation errors on the current row must be corrected before inserting a new row.

	Duplicate
	Click on this button to duplicate the currently selected row. All validation errors on the current row must be corrected before duplicating the row.

	Save
	Click on this button to save changes. All validation errors must be corrected before saving your changes. The button will not be enabled until a change has been made.

Click on this button to close the window. If any changes have been made you will be prompted to save the changes before closing the window.

	Yes Button
	Click on Yes to save changes and close the window. All validation errors must be corrected before saving your changes.

	No Button
	Click on No to discard all changes made and close the window.

	Cancel Button
	Click on Cancel to abort the close and return to the maintenance screen.

Import

Click on this button to import one or more departments from an OSI Departments Export file (*.dep) or from a delimiter separated file (*.csv, *.txt). Using the Open dialogue window, select the file extension (*.dep, *.csv, *.txt) from the drop down list to the right of the File name and navigate to and select the file you wish to import.

If a valid OSI Departments Export file (*.dep) was selected, clicking on the Open button will insert the department records contained in the export file into your database.

If a delimiter separated file (*.csv, *.txt) was selected, clicking on the Open button will allow you to map the data contained in the file to valid department columns.

Determine if your data contains headers and specify the delimiter used to separate each field. Map each of the data columns you wish to import. Define all columns in your data that you do not wish to import as "Do not import (Skip)" or alternatively, remove these columns in Microsoft Excel or similar application prior to the import. Click on the Import button to import the file into your database.

	My data has headers
	Enable this option if your data contains data headers for each column. If the file does not contains data headers, a generic "Column X" will be displayed as the column headers. Please note that changing this option will force you to redefine the mapping of all data columns.

	Delimiter
	Select one of the predefined delimiter values from the drop down list. The application will parse out the fields contained in the file and attempt to display the data using the specified delimiter. Please note that changing this option will force you to redefine the mapping of all data columns.

Department Id

Mapping a data column to the Department Id will verify the data to ensure that all fields are valid numeric integers without any duplicates. If the Department Id column has been mapped, any records in the database matching the specified Department Id will be updated. If no match is found in the database, the Department Id and associated data will be inserted as a new record in the database. All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

Caption

Mapping a data column to the Caption is required and will verify that all fields are valid, non blank, text values. All data errors will be displayed identifying the row, column, value and error message. If the value exceeds the maximum length of 25 characters, the value will be truncated. All other data errors must be corrected before importing, otherwise the row or rows with errors will be skipped. The Import button will remain disabled until a Caption field has been mapped and all data columns have been defined.

	Second Caption
	Mapping a data column to the Second Caption will verify that all fields are valid text values. All data errors will be displayed identifying the row, column, value and error message. If the value exceeds the maximum length of 25 characters, the value will be truncated. All other data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

Options

Mapping a data column to Options will verify the data to ensure that all fields are valid pipe "|" delimited integer values corresponding to individual department options.

1 Zero Prices Not Allowed

2 Prices Are Negative

4 Scalable

5 Print Weight Info Line

6 Single Item

7 Manager Required

10 No Decimal Point Entry

12 Price 3 Decimals

13 Open Department

14 PLU List Function

15 Food Stamp

16 Hash department

All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

	Print
	Mapping a data column to the Print will verify that all fields are valid pipe "\|" delimited integer values corresponding to an existing printer or customer display in hardware maintenance. All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

Print Font

Mapping a data column to the Print Font will verify the data to ensure that all fields are valid numeric integers from 0 to 7. All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

0 Font A Standard

1 Font A Double Width

2 Font A Double Height

3 Font A Double Width and Double Height

4 Font B Standard

5 Font B Double Width

6 Font B Double Height

7 Font B Double Width and Height

8 Font A Standard

9 Font A Double Width

10 Font A Double Height

11 Font A Double Width and Double Height

12 Font B Standard

13 Font B Double Width

14 Font B Double Height

15 Font B Double Width and Height

Kitchen Printer Font

0 Font A Standard

1 Font A Double Width

2 Font A Double Height

3 Font A Double Width and Double Height

4 Font B Standard

5 Font B Double Width

6 Font B Double Height

7 Font B Double Width and Height

8 Font A Standard

9 Font A Double Width

10 Font A Double Height

11 Font A Double Width and Double Height

12 Font B Standard

13 Font B Double Width

14 Font B Double Height

15 Font B Double Width and Height

	Taxes
	Mapping a data column to the Taxes will verify that all fields are valid pipe "\|" delimited integer values corresponding to an existing tax in tax maintenance. All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

	Modifier Groups
	Mapping a data column to the Modifier Groups will verify that all fields are valid pipe "\|" delimited integer values corresponding to an existing modifier group in modifier group maintenance. All data errors will be displayed identifying the row, column, value and error message. All records with data errors must be corrected before importing, otherwise the row or rows with errors will be skipped.

	Import
	Once a Caption field and all data columns have been mapped or set to Skip, the Import button will be enabled. Clicking on this button will update or insert all valid records into the database. All data errors will be displayed identifying the row, column, value and error message.

Export

Click on this button to open the Export window which will allow you to export the department list to an OSI proprietary export file (*.dep) or to a delimiter separated file (*.csv).

Export Type

Select one of the following export types:

	OSI Proprietary
	Select the row or rows you wish to include in the export file. Click on the Export button to open the Export window which will allow you to export the selected departments to an OSI proprietary export file (*.dep).

	CSV Delimited
	Select CSV Delimited to export all departments to a delimiter separated file (.csv). Determine if you want to include column headers and choose one of the supported delimiters. Click on the Export button to open the Export window which will allow you to export all departments to a delimiter separated file (.csv).

	Include Headers
	Select this option if you want to include column names in your export file.

	Delimiter
	Select one of the supported delimiters to be used to separate each of the columns in your csv export file.

Export

Click on this button to open the "Save As" dialogue window and export the selected departments to an OSI proprietary export file (*.dep) or all departments to a delimiter separated file (*.csv).

The name of the export file will be defaulted based on export type and selections made, but may be changed to a file name of your choice.

Please note that the OSI proprietary format is meant to allow you to export elements from one PcProg program to another without the need to map your column data. If you want to view or edit the data contained in the export file, you must choose to export a delimiter separated file. To edit your *.csv file, it is best to open Microsoft Excel and use the Open dialogue to navigate to the export file and select Text Files (*.prn, *.txt, *.csv) in the drop down next to File name. This will open the Microsoft Text Import Wizard, which will allow you to tell Microsoft Excel what delimiter was used, whether your data has headers or not, and how to map the data format of each of the columns. Any changes made to the file within Excel should also be "Saved As" a csv file if you intend on re-importing these changes back into PcProg.