How To Configure POS Admin Functions

Introduction

The purpose of this guide is to provide a foundational understanding of the options and capabilities available for using the admin functions within the POS application.

Overview

This guide covers the configuration for the following:

• Role and Menu Configuration - Defining the privileges and menus that are required to be configured in the Estate Manager to be able to run admin functions in the POS.

• System Status - Using the POS to run the following functions:

  • Application Log
  • Background Services
  • Scheduled Jobs
  • Documents Processing
  • Updates Processing
  • Queue Status
  • Machine Status

• System Admin - Using the POS to manually run the Update Indexes function.

• Maintenance - Using the POS to create a new User, new Employee and change their passwords.

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Role and Menu Configuration

This section describes all the user privileges and menu configurations associated with different POS Admin Functions that are covered in this document and provides a foundational understanding of configuring and using the POS Admin Menu Functions as required.

Role Configuration

To be able to carry out the Admin Functions in the POS, make sure to enable the appropriate privileges to run the POS Admin Functions as required.

Navigate to User Role Maintenance using the Search or the path: Configuration > HR > User Roles

In the User Role Maintenance, select the Edit icon of the User Role that you wish to enable the privilege for.

Navigate to the Authorised Functions tab of that selected User.

To apply filters, select Enactor POS from the dropdown list against the field Application Package.

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The following table lists the privileges that are required to successfully run all the POS Admin functions. Enable each privilege as needed for the user role.

POS Admin Function	Package	Process	Function ID	Function Name
Menu Access	Enactor POS	Admin	enactor.admin.Run	Run
Application Log	Enactor POS	Application Log	enactor.applicationLog.Run	Run
Application Log	Enactor POS	Application Log	enactor.applicationLog.Remove	Remove
Application Log	Enactor POS	Application Log	enactor.applicationLog.Save	Save
Background Services	Enactor POS	Services Status	enactor.admin.servicesStatus.Run	Run
Scheduled Jobs	Enactor POS	Scheduled Jobs	enactor.scheduledJobMaintenance.Run	Run
Scheduled Jobs	Enactor POS	Scheduled Jobs	enactor.scheduledJobMaintenance.View	View
Scheduled Jobs	Enactor POS	Scheduled Jobs	enactor.scheduledJobMaintenance.List	List
Scheduled Jobs	Enactor POS	Scheduled Jobs	enactor.scheduledJobMaintenance.Resubmit	Resubmit
Scheduled Jobs	Enactor POS	Scheduled Jobs	enactor.scheduledJobMaintenance.Remove	Remove
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.Run	Run
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.View	View
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.List	List
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.ViewLog	View Application Log
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.Activate	Activate
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.Resubmit	Resubmit
Updates Processing	Enactor POS	Update Viewer (POS)	enactor.updateViewer.Remove	Remove
Queue Status	Enactor POS	Queue Status	enactor.queueStatus.Run	Run
Queue Status	Enactor POS	Queue Status	enactor.queueStatus.List	View
Queue Status	Enactor POS	Queue Status	enactor.queueStatus.Unsubscribe	Unsubscribe
Machine Status	Enactor POS	Machine Status (POS)	enactor.machineStatus.Run	Run
Update Indexes	Enactor POS	Run Update POS Lucene Indexes	enactor.admin.UpdatePOSLuceneIndexes.Run	Run
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.Run	Run
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.View	View
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.List	List
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.New	New
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.Edit	Edit
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.Remove	Remove
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.ChangeTemplate	Change Template
User Maintenance	Enactor POS	User Maintenance (POS)	enactor.userMaintenance.AccessSameAuthorisationLevel	Access User with Same Authorisation Level
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.Run	Run
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.View	View
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.List	List
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.New	New
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.Edit	Edit
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.Remove	Remove
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.ViewOtherLocationEmployees	View Employee from Other Locations
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.EditOtherLocationEmployees	Edit Employee from Other Locations
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.RemoveOtherLocationEmployees	Remove Employee from Other Locations
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.ChangeTemplate	Change Template
Employee Maintenance	Enactor POS	Employee Maintenance (POS)	enactor.employeeMaintenance.AccessSameAuthorisationLevel	Access Employee with Same Authorisation Level
Change Your Password	Enactor POS	Change User Password (POS)	enactor.changeUserPassword.Run	Change User Password
Change User Password	Enactor POS	Change A Users Password (POS)	enactor.changeAUsersPassword.Run	Change A Users Password

Enabling the above privileges as required will allow the user to run Admin Functions in the POS successfully.

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Menu Configuration

To successfully run the Admin Functions in the POS, the menu should be configured with the POS Admin Functions that are required by the user.

Navigate to Menu Maintenance using the Search or the path: Configuration > System > Menus

To create a new menu, select Create New Menu option on the Menu Maintenance page.

Select the Menu ID as Administration.

Select the Administration Menu ID to configure the POS admin functions menu.

This function contains the main admin menu folders which are Finance, Daily Operations, Maintenance, Inventory, System Status, System Admin and Tasks. However, for this document the focus will only be on the following Admin sections:

• Maintenance
• System Status
• System Admin

These three menu folders can be configured and contain the following menu items:

The Administration menu contains three key folders for this guide: Maintenance, System Status, and System Admin.

The following tables describe the menu functions that can be configured in this menu against each of these folders:

Maintenance Menu Functions

Event Name	Description
User Maintenance	Allows carrying out user maintenance functions such as creating and editing users using the POS.
Employee Maintenance	Allows carrying out employee maintenance functions such as creating and editing employees using the POS.
Change Password	Allows the logged in user to change their own password.
Change A User Password	Allows the user to change the password of other users.

System Status Menu Functions

Event Name	Description
Application Log	Allows running Application Log based functions in the POS.
Service Status	Allows running Services based functions in the POS.
Scheduled Jobs	Allows running Scheduled Job based functions in the POS.
Inbound Document Viewer	Allows viewing Inbound Documents in the POS.
Update Viewer	This is shown as Updates Processing in the POS menu and allows running Updates Processing based functions in the POS.
Queue Status	Allows viewing the status of the updates and POS transaction queues.
Machine Status	Displays the current machine status which includes general information, memory usage and application version of the device that is being used.

System Admin Menu Functions

Event Name	Description
Update POS Lucene Indexes	Allows running the scheduled job that updates the product search indexes, which enables the search to return data more quickly.

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Broadcasting

To deliver the configuration changes to the POS, broadcast the following entities:

• Role
• Menu

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Both the Role and Menu entities must be broadcast to ensure the POS receives the updated admin function configuration.

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POS Admin Functions

Administration-related functions such as Finance, Daily Operations, Maintenance, Inventory, System Status, System Admin and Tasks can be performed directly on the POS via the POS Admin Functions menu.

If the privilege is enabled, the user can navigate to the POS Admin functions menu by selecting the Administration button in the launch menu as shown below:

Select the Administration button in the POS launch menu to access the admin functions.

Alternatively, the user can also navigate to the POS Admin Functions menu from the Sales menu by selecting the Sell button in the launch menu shown above and through the following navigation path: Management > Admin.

The POS Admin menu is shown below:

The POS Admin menu displays all available admin function categories. Select the relevant category to access its functions.

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System Status

The System Status menu allows running functions that enable the user to get an understanding of the various processes that are taking place in the system and their current statuses. System Status functions such as Application Log, Background Services, Scheduled Jobs, Documents Processing, Updates Processing, Queue Status, and Machine Status can be run using this menu in the POS.

Select the System Status button in the POS Admin functions menu to navigate to the System Status functions menu as shown below:

Select the System Status button in the POS Admin menu to access system status functions.

The System Status functions menu will be displayed as shown below:

The System Status menu lists all available functions. Select the relevant function to view its details.

Each function in this menu is discussed in detail below.

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Application Log

While the POS is running, it constantly updates the Application Log with entries of the processes that the System is running. The Application Log is useful in investigating issues that occur from time to time. Different log properties can be added to investigate specific issues. The Application Log is set by default in the POS to warnings only.

The user can navigate to Application Log Maintenance in the Estate Manager to further investigate the issues. The new log entries are displayed at the bottom of the list in the POS.

If the privileges are enabled, the user can navigate to the Application Log function by selecting the Application Log button in the System Status menu, and the following screen is displayed:

The Application Log displays system process entries. New entries appear at the bottom of the list. Use this to investigate issues occurring on the POS.

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Background Services

The POS requires several background services to be running for it to be able to receive updates, run scheduled jobs and connect to queues. The services are run as part of a Windows service called Enactor POS Services and are set to run even if the POS is closed. The Enactor POS service also auto-starts when the machine is rebooted.

The Service Name, Status, and Current Activity for each service are shown in the POS using this function. If any of the services are not running, this may impact the ability of the POS to run the functions correctly.

If the privileges are enabled, the user can navigate to the Background Services function by selecting the Background Services button in the System Status menu, and the following screen is displayed:

The Background Services screen displays the name, status, and current activity of each POS background service. Verify all services are running to ensure correct POS operation.

The following table lists and describes the services:

Service Name	Description
POS Queue Connector	Connects POS messaging queues and allows messages to flow from one queue to the next.
POS Reconciliation Data Uploader	Collects sales figures from this POS and uploads them to the Estate Manager so they can be compared and reconciled against the EM's sales figures.
POS Index Update Scheduler	A scheduled task which re-indexes product catalogues and product prices to update search results to reflect product and product price updates.
POS RMI Remote Web Service Manager	This service is used to control the ability for this POS to accept remote invocations from other devices in the Estate.
POS Sequence Number Status Client Monitor	Detects gaps in received messages and uploads the status of any gaps to the Estate Manager so they can be centrally viewed.
POS Diary Entry Runner Process	A service which invokes jobs that are scheduled on the Diary. This can run a specific job at a specific time once or recursively.
POS RMI Process Service Manager	This service is used to control the ability for this POS to accept remote invocations from other devices in the Estate.
POS Update Service	Monitors application updates from the EM and Store Servers and applies updates at the correct time.
POS Scheduled Job Process	A service which runs scheduled tasks. This will pick up any scheduled task that is due to run on a specific date and time and execute it.
POS Offline Fiscal Trans Queue Consumer	This service is used in some fiscal countries when the transaction could not be sent to the tax authorities at the POS (due to offline connectivity). This adds it to a queue and processes it again at the Estate Manager until it succeeds.

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Scheduled Jobs

The Scheduled Jobs option in the POS displays a historic list of the Scheduled Jobs that have been run and the status of each Scheduled Job in the list. For example, by default, a scheduled job runs which updates the product search indexes, enabling product search to return data more quickly.

Additional scheduled jobs may be set up to run depending on specific customer requirements. This may include purging data from the local POS. Through this function, the executed process, the device it was run on, the date and time it was run, and the status of each Scheduled Job is shown in the POS.

If the privileges are enabled, the user can navigate to the Scheduled Jobs function by selecting the Scheduled Jobs button in the System Status menu, and the following screen is displayed:

The Scheduled Jobs screen displays a historic list of executed jobs with their device, run time, and status. Additional jobs can be configured per customer requirements.

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Updates Processing

All updates sent to POS can be viewed within the POS using the Updates Processing function. This will allow the user to investigate issues whenever updates fail. The view will display the source, update name, update type, date received, and status of each update. Various functions can be carried out for each of these updates by using the menu functions that become available when each update is selected.

If the privileges are enabled, the user can navigate to the Updates Processing function by selecting the Updates Processing button in the System Status menu, and the following screen is displayed:

The Updates Processing screen displays all updates sent to the POS. Select an update to access additional functions such as viewing logs, resubmitting, or removing the update.

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Queue Status

Queue Status displays the status of the Updates and POS transaction queues. Each queue will display the current total size, unread size, and subscribers of that queue. This is useful when investigating transactions that are not going to the store back office or updates not applying to the POS.

If the privileges are enabled, the user can navigate to the Queue Status function by selecting the Queue Status button in the System Status menu, and the following screen is displayed:

The Queue Status screen displays the total size, unread size, and subscribers for each queue. Use this to investigate transaction or update delivery issues.

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Machine Status

Machine Status displays general information, memory usage and the application version of the device.

If the privilege is enabled, the user can navigate to the Machine Status function by selecting the Machine Status button in the System Status menu, and the following screen is displayed:

The Machine Status screen displays general device information, current memory usage, and the application version running on this device.

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System Admin

The System Admin functions menu allows running admin functions such as updating of indexes.

To run this function, navigate to the System Admin functions menu by selecting the System Admin button in the POS Admin functions menu as shown below:

Select the System Admin button in the POS Admin menu to access system admin functions.

The System Admin functions menu will be displayed as shown below:

The System Admin menu displays the available admin functions. Select Update Indexes to manually update the product search indexes.

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Update Indexes

Update Indexes is a scheduled job that will run, by default, each morning to update the product search indexes which enables the search to return data more quickly. However, if the jobs fail for some reason, the job can be run manually in the POS using the Update Indexes function. A failure to update indexes may affect the product data returned when running product search or rich product search functions.

If the privilege is enabled, the user can run the Update Indexes function by selecting the Update Indexes button in the System Admin menu.

This will make sure that the product search indexes are updated.

The Update Indexes function triggers a manual update of the product search indexes. Use this when the scheduled job has failed and product search results are out of date.

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Maintenance

The Maintenance functions menu allows running maintenance functions of users and employees using the POS. Creating and editing of both users, employees and changing of passwords can be done using this menu.

To run these functions, navigate to the Maintenance functions menu by selecting the Maintenance button in the POS Admin functions menu as shown below:

Select the Maintenance button in the POS Admin menu to access user and employee maintenance functions.

The Maintenance functions menu will be displayed as shown below:

The Maintenance menu provides functions for managing users, employees, and passwords directly from the POS.

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User Maintenance

Users can be created and edited in the POS using the User Maintenance function. New or edited user updates are sent to the store, back office, and the Estate Manager from the POS that this function is being run on.

If the privilege is enabled, the user can navigate to the User Maintenance function by selecting the User Maintenance button in the Maintenance menu, and the following screen is displayed:

The User Maintenance screen lists the current users of the local store. Select a user to edit, or create a new user using the Other Options menu.

By default, the current users of the local store are listed here.

Creating a New User

In the User Maintenance functions menu of the POS, select Other Options followed by the New button to create a new User.

Enter the new User ID and the template if required and select OK.

Enter the new User ID and select a template if required, then select OK to proceed.

Enter the new User's personal information. Display Name and Surname are mandatory fields. When adding employee details, the Employee ID must be entered for the employee to be able to receive employee discounts as this links to the employee record.

Enter the new user's personal information. Display Name and Surname are mandatory. Enter the Employee ID to link the user to their employee record for discounts.

To add an employee sign-on card, which enables the user to sign on by scanning their employee card, select Security and enter the applicable details in the User Card Number field and select OK.

Select Security and enter the User Card Number to enable the user to sign on by scanning their employee card.

When all details have been entered, select Save. This will prompt to create a new password. Enter a New Password in both fields and select OK to complete creating the new User.

Enter and confirm a New Password for the new user, then select OK to complete the user creation.

This will successfully create a new User.

tip

The same procedure can be followed to create new Employees using the Employee Maintenance function in the Maintenance menu.

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Employee Maintenance

Employees can be created and edited in the POS using the Employee Maintenance function. New or edited employee updates are sent to the store, back office, and the Estate Manager from the POS that this function is being run on.

If the privilege is enabled, the user can navigate to the Employee Maintenance function by selecting the Employee Maintenance button in the Maintenance menu.

The Employee Maintenance screen lists the current employees. Select an employee to edit, or create a new employee using the Other Options menu.

Creating a New Employee

In the Employee Maintenance functions menu of the POS, select Other Options followed by the New button to create a new Employee.

Enter the new Employee ID and select OK.

note

The Employee ID is what allows an employee to be able to receive employee discounts as this links to the employee record.

Enter the new Employee ID and select OK to proceed with creating the employee.

Enter the new Employee's personal information. Only the Surname here is a mandatory field.

Enter the new employee's personal information. Only Surname is a mandatory field.

Select Address to add the Employee Address details and when everything has been completed, select OK and then Save.

This will successfully create a new Employee.

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Change Your Password

This Maintenance function allows the logged in user to change their own password.

If the privilege is enabled, the user can run the Change Your Password function by selecting Change Your Password in the Maintenance menu.

The User is prompted to enter a new password and confirm the password.

Enter and confirm a New Password to change your own password. Select OK to apply the change.

This will successfully change the password.

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Change User Password

This Maintenance function allows the user to change the password of other Users in the system.

If the privilege is enabled, the user can navigate to the Change User Password function by selecting Change User Password in the Maintenance menu, and the following screen is displayed:

Select a user from the list whose password you wish to change, then select OK.

Select a User from the list of Users that are displayed and select OK.

This will prompt to create a new password.

Enter and confirm a New Password for the selected user, then select OK to apply the change.

Enter a new password and re-enter the password when prompted again.

This will successfully change the password of the selected user.

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