Recreatex documentation

In the tab Personal data you can consult/fill in all personal data of your employee.

If you create a new employee, it is possible to use the data of an existing customer using the field Existing address.

In the tab Company data you can consult/modify all data concerning the employee within the company.

Employee number.	The internal number that is given to the employee within your organisation.
Date in	The date on which the employee has been employed.
Date out	The date on which the employee has stopped working for the organisation.
Status	The employee's status.
Gross salary	The employee's salary.
Type	The way in which the gross salary is described.
Cost price	Here you can fill in the effective cost price of the employee.
Payment method	The way in which the employee has to be paid.
Function	The function held by the employee.
User	The Recreatex user linked to this employee.
Department	The department in which the employee is active.

In the tab Cashier data you can consult/modify the settings concerning the use of the POS by your employee.

Configuration

In the tab Configuration you can define the default settings of the employee for working with the POS.

Password	This is the code the employee has to fill in to start a POS shift. This code can only consist of ciphers. This code is asked for if the option Identification by PIN Code is active in the POS parameters.
Card n°	This is the number of the card that is linked to the employee. If the option Identification by card is active in the POS parameters, the cashier will be able to connect to the POS module by scanning his/her card.
Wristband identif.	This value is only required if wristband identification numbers are really used. Currently, wristbands are linked to Cards within the Recreatex system.
Def. POS menu	If you select a certain POS menu here, this menu will be suggested by default if this employee starts up the POS.
Change	This is the default amount of change of which the current cashier disposes.
Ask for entries screen	This selection allows you to determine whether the sessions screen of a membership has to be called up. If you select According to membership, the setting of the sold article will be respected. (see also manual Articles)
Automatically close cash register*	This selection allows you to determine if the POS has to be closed automatically after a sale or not. There are 3 configuration options: Never Directly After x seconds If you select this option, you have to fill in the number of seconds as well. See also Close cash register automatically after x seconds.
Automatically clear basket	To be able to activate this setting, first set Automatically close cash register* to Never Never After x seconds If you select this option, you have to fill in the number of seconds as well. This functionality is not available when working with a table plan (standard and modern POS menu layout).
Show calculated amount at the end of the shift	If you tick off this option, the calculated amount will be visualised if the POS shift is closed.
Disposes of a personal purse	If you tick off this option, the POS shift is saved per cashier and not per cashier per point of sale. This is commonly used for catering, where each employee disposes of his/her own purse and several points of sale and only 1 POS shift per employee is used.
Warehouse	If it is advisable to update the current stock after each sale, you can fill in the warehouse of which the current stock has to be updated, for example catering, ...

Authorisation

In the tab Authorisation you can determine which actions can be done by the employee (cashier) within Recreatex backoffice modules (General, Bookings) and when using POS (cash register), mPOS and mStock.

POS

In this tab, you can find all authorisation options related specifically to the POS (cash register).

Allow discounts on sales	If this option is ticked off, the cashier can allow discounts on sales. Warning The possibility to allow discounts on sales also depends on the point of sale settings. (see Sales and POS - Use)
May uncouple customer cards	This option allows you to determine if the employee may uncouple customer cards or not.
May register negative sessions/visitors	This option allows you to determine if the cashier may revalue x sessions and visitors after a sale without having to register a sale. Such actions can indeed always be found in the manipulations of the membership.
May not manipulate membership validity	This option allows you to determine if the cashier may modify membership validity after or during the sale.
May activate/deactivate membership	This option allows you to determine if the cashier may activate/deactivate a membership or not.
May reprint tickets	This option allows you to determine if the cashier pay reprint POS tickets or not.
May sell articles with a negative quantity	This option allows you to determine whether the cashier may sell articles with negative quantity or not. If activated, the cashier may add articles with negative quantity to the basket (1, 2) and modify the negative quantity, e.g. to compensate a customer for an incorrect article in the previous sale. If deactivated, the cashier is not allowed to add articles with negative quantity to the basket or modify the negative quantity, i.e. the related functions/buttons are disabled or hidden from the POS screen (3, 4).
May change the payment method of closed sales	This option allows you to determine if the cashier may change the payment method of previous sales or not.
May settle all tables	This option allows you to determine if the cashier may settle tables that are attributed to other employees or not.
May modify and settle closed tables	This option allows you to determine if the cashier may modify and settle tables that are attributed to other employees or not. Warning The possibility to settle and modify attributed tables also depends on the general POS parameters. (see POS - Management manual)
May modify start balance of cash register shift	This option allows you to determine if the cashier may modify the start balance of the POS shift or not.
Shift can not be closed if there are still unsettled tables	This option allows you to determine if the cashier may close his/her POS shift or not if there are still unsettled tables.
May delete articles	This option allows you to determine if the cashier may delete articles that have already been selected from the list of chosen articles.
May change settings of one-off direct debit	This option allows you to determine if the cashier may change the start period, the frequency and the number of withdrawals in case of sales with payment method direct debit.
Authorised to change secret addresses	This option allows you to determine if the cashier may change the data of a customer that has been defined as secret address.
May sell at purchase price	This option allows you to determine if the cashier may register sales at the purchase price.
Max. sales in history	This option allows you to determine how many sales the cashier can consult by clicking on the button Sales overview.
May refund sales	Specify, whether the cashier may refund sales or not: No: The cashier is not allowed to refund a sale. The Cancel sale function in the overview or recent sales is inactive: Total refund Partial refund Total refund without modifications: The cashier may only refund the complete sale, without adding, removing or changing anything and can cancel the refund if needed. No other POS functions are available.
May sell with a negative total	If this setting is active, the cashier is allowed to process sales that have a negative total amount. Important The setting May sell articles with a negative quantity must be active to allow the cashier to add articles with a negative quantity to the basket. If deactivated, a blocking message will be displayed (2) when the cashier clicks the Pay button (1) at the POS. Default: active Tip If deactivated and combined with the active setting May sell articles with a negative quantity (active), you can allow the cashier to add articles with a negative quantity to the basket but only as long as the total amount remains positive. This can be useful if you want to allow to make corrections but prevent the cashier from taking money from the cash register.

Customer selection

In the tab Customer selectionyou can determine if the chosen employee has to use the simplified customer screen or not (see manual 'POS -Use'POS - Use).

In the section Field configuration you can determine for each address type which fields have to be shown in the simplified customer screen, define which of these fields are obligatory and if these fields can be modified by the cashier or not (column Editable).

Warning

Defining certain fields as obligatory or not only influences the simplified customer screen. In other places in Recreatex the obligatory fields have either been internally determined by the software, either by your system administrator (in SydAdmin).

The fields indicated as obligatory here, consequently neither influence the fields that may have been defined as obligatory on customer group level (see manual 'GENERAL - Customers'Customers).

In the tab Various you can import a picture of your employee and define his/her knowledge of languages. The knowledge of languages is used in function of task planning, mainly in the files module, where you will be able to filter available employees on the basis of their language knowledge in the files wizard.

In the tab Leave you can indicate the days of leave of your employee.

You can do this by clicking on the days of leave in question, followed by Save selected days. Saved days of leave are marked in bold.

In the tab Skills you can indicate the skills your employee has.

Skills can be linked by ticking off the selection box in question.

In the tab Diplomas you can indicate of which diplomas your employee disposes.

You can create, modify or delete diplomas at all times.

In the tab Contracts you can define which contracts have been entered into with the employee.

You can add, modify or delete contracts at all times.

The tab Extra is only relevant if the functionality Production planning (module Ticketing) is used. See manual Production planning (available on demand).

If you have decided for the current employee to Work with availability per day (setting in the tab Company data), the tasks of this employee will be planned in function of the availability instead of the work shift.

In the tab Availability you will see a list of the days on which the employee is available.

Initially, only the future days (including the current day) are listed, but you can also choose to list all available days.

If you want to add available days, you have to click on Create days.

If you have defined the period, you can click on Create to generate the list of available days.

In the list of available days, you can also manually create, modify or delete days.

(see manual 'FRAMEWORK'Framework)

Note

• If you want to delete several created periods (days), you can click on Delete days in the tab Availability. Next you will be able to define the periods to be deleted, in accordance with generating periods using Manual input. Do take into account that the system will only delete the periods that exactly meet the given criteria.

• If you add or delete availability days, the system will first check if tasks have already been planned for the employee. If yes, you will be able to disconnect these tasks from the employee.

In the tab Tasks you find an overview of all tasks that have been attributed to the current employee.

In the subtab Overview, you can choose to display All tasks including the expired ones (1) or only display Future tasks including the current day and later (2).

Below the overview of tasks, you can also indicate if an e-mail has to be sent to the employee in question if a task is created (3).

In the tab Possible work types you will find an overview of all possible work types for which the employee is qualified.

Here you can determine (tick off) for which work types the current employee qualifies and can be called up. The possible work types are taken into account when planning tasks.

In the tab Control groups you will find an overview of all possible control groups for which the employee can be responsible. Control groups are only used if one works with the Recreatex control mechanism (for example in the modules Files, Web: Scenarios, Purchase and Ticketing).

Here you can determine (tick off) for which control groups the current employee can be called up. This selection is then taken into account in the different control processes in Recreatex.

In the tab Ledger per payment method per cashier you can simply define a ledger account number for the current cashier (employee) and payment method.

You can create, modify or delete ledger accounts per cashier at all times.

In the tab Web you can create a login and a password with which the current employee can have access to the different online modules of Recreatex. If required, you can also link the employee to a default (web) point of sale.

In the tab Purchase you can determine if the employee will receive an e-mail or not if his/her order form (module Purchase required) has been approved. If you want to you can also link a default approval budget to the employee (in function of the control process in the module Purchase).

In the tab Exhibitions you can define if the current employee may modify exhibition periods in the exhibition calendar or not. (module Exhibitions required)

In the tab Loggings you will find an overview of all registered modifications of the employee data.

In the tab Business Intelligence you can define which rights are attributed to the current employee in function of the Recreatex module Business Intelligence.

In the tab Ticketing you can define which rights are attributed to the current employee in function of the Recreatex module Ticketing, more specifically on the level of production planning.

In the tab Measurements the sizes of the clothes of employees can be filled in. These sizes are mainly used for the link with the production planning in the Recreatex module Ticketing (for example for theater costumes), but can for example also be used for keeping sizes in function of  work clothes.