POS - Look Up search feature

Find FAQs and related articles at the bottom of this page

The POS Look up functionality allows you to find information required at the POS quickly and efficiently. The lookup functionality is typically used to check on stock based on a customer enquiry, but in addition to that the Look Up functionality can also display:

• Sales Orders, Invoices and Quotes
• Products (including Pricing & Stock Availability)
• Customers (including their sale history)
• Vouchers
• Transfers

Tip: Using the Look Up functionality you can quickly create a sale containing the information you searched for, or open an existing sale. Find more information on this process below.

Video Overview

Accessing Look up

1. Within Retail Express click POS from the navigation bar
2. Log in using an appropriate User account
3. Click Look Up from the menu at the bottom
4. Enter an appropriate User ID
   
5. The Look Up functionality will be displayed

Click to view full size

Using the Look up function

The Look up function is broken up into 4 search areas:

1. Sales Orders, Invoices & Quotes
2. Products, Pricing & Stock
3. Customers
4. Other (used for Vouchers and Transfers)

To search for information you have two choices available:

• Quick search - the most common filters readily available on the Look Up window
• Advanced Search - more detailed columns for customised searches (accessed by clicking the Search button in the bottom right-hand corner of each section)

Click on the headings below to view more information.

Quick Search

The Look Up screen lists the most popular filters for each section directly on the page. To use a filter:

Sales Orders, Invoices & Quotes date buttons

The Sales Orders, Invoices & Quotes section has three buttons with a time frame; to find sales matching that time frame simply click the button e.g. to find all sales made yesterday, click the Yesterday button

All other filters

For all other filters simply click into the empty field next to one of the Look Up options and enter the appropriate details.

Advanced Search

To access the Advanced Search:

1. Open the Look Up functionality using the instructions above
2. Without selecting any filters click Search in the section you require e.g. to open the Customers Advanced Search click Search in the Customers box
3. The Advanced Search for that section will be displayed

Note: There is no Advanced Search for the Voucher Code or Transfer fields - you will need the exact code to look up these items (or alternatively use the Retail Express Back Office to view outstanding vouchers and transfers).

Sales Orders, Invoices & Quotes

To use the Sales Orders, Invoices & Quotes Advanced Search functionality:

1. Click Search in the bottom right-hand corner of the Sales Orders, Invoices & Quotes box
2. Use the Filters to search for a sale (see below for detailed information on each filter)
3. The results will load as you populate one or more filters
4. Click Preview to the invoice for the sale (you will be able to Send Email or Print Invoice/Receipt from the Preview window)
5. Click Open to open the sale in POS for editing (the fields available for editing will vary depending on the permissions enabled in the POS Security Features profile of the user)
6. Click Clear Search to clear the filters
7. Click Back to return to the Look Up window

The Sales Orders, Invoices & Quotes Advanced Search allows you to filter by:

Field	Description
Invoice #	The invoice number for the sale
Date	When you click into this filter a selection window will be displayed. On this window you can select a preset dte (today, last 7 days, last 30 days etc) or use the calendars to select a from/to date range.
Customer	The name of the customer. This field allows for partial entry, so typing "Jo Smi" will include "John Smith" in the results
Outlet	Filter for sales in one or more outlets. Click on the filter to display a list of applicable outlets
Status	The order status e.g. Awaiting Payment
Total	The value of the order. You will be able to type in the amount at the top, and select a symbol based on your preference: < - equal to or less than the amount entered > - equal to or more than the amount entered = - exactly equal to the amount entered
Balance Due	The amount remaining to be paid on the order. You will be able to type in the amount at the top, and select a symbol based on your preference: < - equal to or less than the amount entered > - equal to or more than the amount entered = - exactly equal to the amount entered
Order type (drop down)	The type of orders can be filtered based on: All Orders In Store Orders (orders made directly within the POS) All Web Orders (orders made through the eCommerce API or integrated web store) Open Web Orders (orders made through the eCommerce API or integrated web store that require action i.e. products to be fulfilled or invoice not fully paid

Click to view full size

Products, Pricing & Stock

To use the Products, Pricing & Stock Advanced Search:

1. Click Search in the bottom right-hand corner of the Products, Pricing & Stock section
2. Use the Filters to search for a sale (see below for detailed information on each filter)
3. The results will load as you populate one or more filters
4. Click Clear Search to clear the filters
5. Click Back to return to the Look Up window

Create a quick sale:

1. Search for one or more products as per the previous instructions
2. Enter a Quantity by clicking the Plus (+) symbol to select a product (you can press this multiple times) or click on the Zero (0) qty field to type in a quantity and press Enter; if there are multiple outlets displayed press the symbol against the appropriate Outlet
3. Repeat for any additional products using the Search and the quantity
4. The Total Quantity will be displayed in the bottom right-hand corner of the window
5. Click Create Sale
6. A sale will be created with the products added; if different outlets were selected for the products this will also be updated on the Fulfilment tab

Filters

When the Products, Pricing & Stock Advanced Search is displayed, you can filter on any of the following options:

Field	Description
PLU/Description	Both of these fields appear in one combined field. To search, enter part or all of a product SKU and/or code along with a description e.g. 124007 shirt mambo
Show Disabled	Tick this box to display any Disabled products in Retail Express. This may cause slight performance issues if you have a lot of disabled products within Retail Express.
Product Attributes: Size Colour Brand Type (Product Type)	Used to filter on individual product types. Clicking on the filter will display another window containing all attributes. There are three ways to search for the filter you require: Click in the Search box top-left and begin typing (the results will filter as you type) Use the scroll bar to scroll to the attribute you require Click on the alphabet letter to filter by products starting with that letter
Price	To filter by a price click on the Price box. You will be able to type in the amount at the top, and select a symbol based on your preference: < - equal to or less than the amount entered > - equal to or more than the amount entered = - exactly equal to the amount entered
Outlet	Used to select which outlets the Advanced Search should display stock availability results for.
Avail	Used to filter products based on the Available stock. For example, to search for products that are in stock, a value of > 1 would be selected. < - equal to or less than the amount entered > - equal to or more than the amount entered = - exactly equal to the amount entered
SOH	Used to filter products by the Stock on Hand quantity (including products that have already been allocated to sales). < - equal to or less than the amount entered > - equal to or more than the amount entered = - exactly equal to the amount entered
Qty	Used when adding products to make a sale (see the next section)

Tip: You can search for Custom Attributes using the Search functionality within a sale; these fields are not included in the Look Up function.

Customers Advanced Search

To use the Customers search:

1. Click Search in the bottom right-hand corner of the Customers section
2. Use the Filters to search for a customer (see below for detailed information on each filter)
3. The results will load as you populate one or more filters
4. Click Clear Search to clear the filters
5. Click Back to return to the Look Up window
6. Click the Down arrow on the left of the Customer # field to view their Sale History (previous sales can be previewed or opened for editing)
7. To create a New Sale for the customer click the New Sale button

When the Customers Advanced Search is displayed, you can filter on any of the following options:

Field	Description
Customer Number	The unique ID assigned to a customer
Name	The name of the customer. This field allows for partial entry, so typing "Jo Smi" will include "John Smith" in the results
Phone	The phone number of the customer
Email	The email addresss for the customer
Billing Address	The Billing Address for the customer. This field allows for partial entry, so typing "An Bri" will include "Ann St Brisbane" in the results

Want more information? Find related articles here:

• POS Security Features
• How to Create a Gift Voucher or Credit Note at POS