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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
- Within Retail Express click POS from the navigation bar
- Log in using an appropriate User account
- Click Look Up from the menu at the bottom
- Enter an appropriate User ID
- The Look Up functionality will be displayed
Using the Look up function
The Look up function is broken up into 4 search areas:
- Sales Orders, Invoices & Quotes
- Products, Pricing & Stock
- Customers
- 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.
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.
To access the Advanced Search:
- Open the Look Up functionality using the instructions above
- 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
- 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).
To use the Sales Orders, Invoices & Quotes Advanced Search functionality:
- Click Search in the bottom right-hand corner of the Sales Orders, Invoices & Quotes box
- Use the Filters to search for a sale (see below for detailed information on each filter)
- The results will load as you populate one or more filters
- Click Preview to the invoice for the sale (you will be able to Send Email or Print Invoice/Receipt from the Preview window)
- 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)
- Click Clear Search to clear the filters
- 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:
|
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:
|
Order type (drop down) |
The type of orders can be filtered based on:
|
To use the Products, Pricing & Stock Advanced Search:
- Click Search in the bottom right-hand corner of the Products, Pricing & Stock section
- Use the Filters to search for a sale (see below for detailed information on each filter)
- The results will load as you populate one or more filters
- Click Clear Search to clear the filters
- Click Back to return to the Look Up window
Create a quick sale:
- Search for one or more products as per the previous instructions
- 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
- Repeat for any additional products using the Search and the quantity
- The Total Quantity will be displayed in the bottom right-hand corner of the window
- Click Create Sale
- 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:
|
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:
|
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:
|
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.
|
SOH |
Used to filter products by the Stock on Hand quantity (including products that have already been allocated to sales).
|
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.
To use the Customers search:
- Click Search in the bottom right-hand corner of the Customers section
- Use the Filters to search for a customer (see below for detailed information on each filter)
- The results will load as you populate one or more filters
- Click Clear Search to clear the filters
- Click Back to return to the Look Up window
- 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)
- 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 |
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 |
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