Mastering

HDPOS smart

September 2017

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Mastering HDPOS smart

Aalok Bhatwal

15th September, 2017

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Part I

The Basics

This section is broken down into chapters that will introduce the basic functionalities of HDPOS smart.

The chapters listed under this section will help you get started with the application and you will be able to

start to explore the different parts of the application on your own.

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Chapter 1 Registering your application

Once you have downloaded and installed the application installer MSI file from www.hdpos.in for

HDPOS smart, to run the application for the first time, you will need to fill out the registration form and

get yourself a trial license key which is available for free.

1.1 Download and Installation

1. Click here to go to the download page

(Copy-paste http://www.hdpos.in/hdpos-smart/download into your browser if the link did not work)

2. Click on Download HDPOS. SA in the „Download HDPOS smart for Single Cash

Register‟ section to download the application.

3. Double-click on the downloaded file to install and click on Run.

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4. Follow the on screen instructions.

5. Wait till the installation is completed.

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6. Click on Close after installation to close the window and run the HDPOS smart

application.

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1.2 Application Registration

Once you have downloaded and installed the application installer MSI file from http://www.hdpos.in for

HDPOS smart, to run the application for the first time, you will need to fill out the registration form and

get yourself a trial license key which is available for free.

Figure 1.1 Product Registration Window

In Product Registration form, you will have to fill the details about your Name, Business name and type,

Location of your Business and Contact details. You can also fill the details about the person who has

referred you about the product and the source name from where you came to know about our product.

Above the Registration details you will see Your Computer Id which is an ID generated by HDPOS

smart and is unique to each computer.

After filling the registration details, click on Register. This will generate a 30 Days Trial Period License

Key and you will receive this key in the E-mail address that is specified at the time of registration.

After the registration is completed, you will receive a 30 Days Trial License Key in your email address.

Enter the Trial Registration Key in Email Registration Form and click on OK.

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Click on Continue Trial button to start the application with the Trial license key.

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Figure 1.2 Continue Trail

Read the end user license agreement and select I accept if you agree to use this application and click on

OK.

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Chapter 2 Printing your first invoice

In chapter we will focus on printing your first invoice after the initial installation of HDPOS smart. We

will not go into much detail into different options but will use most default options and quickly get you to

print your first invoice.

Though you have an option of starting with a sample database after installing the application for a trial

period, in the following sections, we will walk you through the steps you will need to take when starting

afresh with a blank database.

The first time run

HDPOS smart is a business management software and the basic information it needs to start with is the

name of your business.

Startup Database

After the complete installation of the HDPOS smart software and you are running it as a trial version for

the very first time then before starting the functionality of the software you have to select between the

given databases i.e. the sample or blank database. So, here in this section we provide you the complete

description of working with both the databases.

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Figure 2.1 Startup Database

Starting with Sample Database

When HDPOS smart is first installed, a sample database is provided to allow the software to run

immediately. This database contains sample data of items, customers, suppliers etc.. You can use this

database to learn about Store Operations such as Sales, Purchase, Sales Return, Purchase Return etc. This

section explains how to load sample database and print your first sales invoice.

Database Selection

Click on Start with sample database to start with one of the sample databases

a. Choose the most relevant business type on the left panel

b. Select from available databases

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c. Read description to understand what the database is about and to check if that matches

with your requirements.

d. Select the download file – the one with „.bak‟ file extension

e. Click on Download and Apply.

Figure 2.2 Sample Databases

On successful restore of sample database, the window that is displayed is the „main invoice screen‟. All

the billing is done here.

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Printing your first sales invoice

Adding Item(s) to sale invoice

Adding item is the first step in processing a sales transaction. Items can be selected either by using item

name, barcode, or search code.

To add an item by scanning:

Scan item‟s barcode

To add an item by item name:

Type item‟s name in Item Name field and press Enter.

To add an item by search code:

Type item‟s search code in Search Code field and press Enter

HDPOS smart adds the item to billing screen grid and displays “1” in the Qty/Weight column. If there

are two or more quantities of an item, choose the item and click on Change Quantity (F2) and enter the

quantity.

You can also scan the item repeatedly to increase the quantity.

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Continue to Payment

HDPOS smart allows you to receive payments in numerous payment modes that includes, but not

limited to cash, card, food coupons, cheques, etc... In order to receive payments and save the ongoing

invoice, you can use any one of the payment options – Express pay, or Pay Now.

Express Pay (F5)

Express Pay is used for quick billing. Clicking on Express Pay (F5) will save the invoice with cash

payment and print the invoice.

To proceed to save invoice, click on Express Pay (F5).

Enter the Received Amount and click Ok (F8).

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Pay Now (F8)

Clicking on Pay Now will display the Pay Now window where you can specify amounts collected

against different modes of payments such as cash, card, etc.

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Enter the amount in Amount Received and click on Save or Save&Print Invoice

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Printer Setup

HDPOS smart supports all types of printers which Windows can recognize. If you do not have printer

ready, you can print sales invoice with Microsoft XPS document Writer or PDF Creator. Here are the

steps to configure your printer to print your sales invoice.

Click on Start

Select Devices and Printers.

Select Microsoft XPS Document Writer or PDF Creator if installed on your computer.

On mouse right click, select Set as default printer.

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Starting with Blank Database

If you choose to start with a blank database, all the details such as company name, shop name,

Items, customers have to be entered manually. This section will show you how to set up your

database with the basic -inventory. If you are started with sample database, you do not need to set up the

database from scratch.

Company & Business Location

The first time you login to HDPOS smart when you are starting with a blank database,

you will be prompted with a message as shown below, click on OK to enter your

Business Location Name and Address details.

Enter your Company and Shop Name (Business Location) and other details as required

and click on Create (F8).

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Setting up Basic Inventory

In order to process sales invoice when you start with blank database, you need to create atleast an item in

your database. This section will explain you create an item/product with basic information.

Click on Set-Up button.

From the Set-Up, select Items

This will bring up Manage Items screen, click on Add Item toolbar button.

Enter the Name of an Item

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Select the Item Category

Enter „+‟ in category field and enter the Category Name

Enter the Item‟s pricing details - Last Purchase unit Price, Sales Price (My MRP)

Click on Create(F8)

After adding an item click on Go Back To Main Screen to proceed to

sales invoice.

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Quick Sales Invoice with Cash Payment

Adding Item(s) to sale invoice

Adding item is the first step in processing a sales transaction. Items can be added invoice screen either by

using item name, barcode, or search code.

To add an item by scanning:

Scan item‟s barcode

To add an item by item name:

Type item‟s name in Item Name field and press Enter.

To add an item by search code:

Type item‟s search code in Search Code field and press Enter

You will be prompted with warning message, as we have not added a stock for the item

created. We will cover how to add stock in the later chapter. Click Yes to continue to add

item.

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This will add the item to billing screen grid and displays “1” in the Qty/Weight column.

If there are two or more quantities of an item, choose the item and click on Change

Quantity (F2) and enter the quantity.

You can also scan the item repeatedly to increase the quantity.

Receiving Payment

Click on Express Pay (F5).

Enter the Amount Received and click on OK (F8).

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Chapter 3 Navigation in HDPOS smart

HDPOS smart is extremely feature rich application. In order to make it easier for you to reach all different

part of the application and access all its features, the application has a certain navigation strategy. Once

you are comfortable with its navigational philosophy, you will know where to find certain data or features

even if you were looking for it the first time.

Main Navigation Strategy

HDPOS smart in its out-of-the-box configuration breaks the application in two main areas of

functionality.

■ Billing Counter Operations

■ All Other Operations

Billing Counter Operations

HDPOS smart primarily being a billing software, starts with the main billing window. This window is

used for the billing counter operators.

Billing counter operations are typically the operations that an operator would need to perform while

preparing an invoice and while interacting with a customer. To secure and isolate the overall system data

that belong to the entire business, any functions performed directly from this window remain limited to

the selected business location and the selected cash register.

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The main billing window

Figure 3.1 The main billing window

Currently selected business location and cash register

Figure 3.2 Current Business Location and Cash Register

In order to perform the billing counter operations, you will need to specify the business location and cash

register you are using. The left top area of the main billing screen shows you the currently selected

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business location along with the street address you have specified it and also the cash register name and

the number.

This section also shows you the current login id.

All Other Operations

To perform any other task besides generating a sales invoice in your application, you will need to go to

the setup area.

To go to the setup area of the application you will need to click

on Set-Up button on the main billing screen.

Figure 3.3 Setup button

Navigating to the main area of the application in this fashion is useful since you can lock down the access

to the most of the application by removing the access to the setup button for all billing counter operators

and allow only administrative personnel to go into other area of the application besides billing.

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The Setup Window

When you click on the setup button and open the setup window for the first time, this is what you will

see.

Figure 3.4 Setup Window

This window is called setup window since you will need to get to this window to configure your

application. Besides setup operations you will need to you will need to get this window for all other

operations that are global to your business, such as creating different business location, creating different

cash registers, creating different login ids, assigning different access rights etc to name a few.

Different Areas of Setup Window

Let‟s look at the different areas of the setup window and how to use them to get to the different

functionalities of the application.

Setup window primarily has three parts

● Feature icon area

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● Feature working are

● Bottom Panel

The Feature Icon Area

This is the panel on the left of edge of the setup window. It presents you with a

pictorial, easy to remember icons for each of the feature along with their titles

in text.

You need to click on the icon you want to work with in the set of icons and

functionality screen related to that icon will appear on the bigger right side

area of the setup window.

This panel is also divided in four parts. These explained in detail in the next

Figure 3.6 below.

HDPOS smart provides you with many features and you can navigate through

all these feature icons using the top page number buttons in green color.

If you are looking for a certain feature icon, you can also do a quick search for

its title by pressing the search button on the top of this panel.

Finally, you may want to rearrange these icons based on your needs and

convenience. To do that you can click on the icon rearrange button on the top

of this panel and rearrange the icons in the next window that is presented to

you.

Figure 3.5 Icon area

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Figure 3.6 Different part of the left navigation panel.

Area denoted by 1 is the main icon area where all your feature area are represented.

You can go through all feature icons that are distributed in 5 sets by going clicking on the top pagination

buttons. See the area marked as 2.

You can click on search button marked with 3 in the diagram above and you will see a search box to type

text into. You can type the text to search in this box and and press the enter key on the keyboard. On this,

you will see only those feature icons whose titles contain the search text you have typed. You can also

search for more than one words to search for by separating them by comma or space.

You can also rearrange all the icons and even hide some of them if you do not use those features. You

need to click on re-arrange icons button marked with 4 in the diagram above.

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The Feature Working Area

Figure 3.8 The feature working area

The white space in the above picture is the area used to work with the feature you have selected in icon

area. You you will see in the explanation below, the feature working area can be increased by closing the

icon area by clicking on the button in the bottom panel to close the icon area.

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The Bottom Panel

You will always see this panel on the setup window. Here are the buttons on the bottom panel:

Button for back up your database into a local file at anytime.

Button for back up your database into a local file at anytime.

Button to restore your database from a previously backed up file.

Be very careful while using this button, it will wipe out your current database and

restore the data to the data in your file that you are using as restore file.

Click on these buttons to view

Your Computer Id

Current Version of the application you are running

Information that will help you to get in touch with the product support

team

Your End User License Agreement (EULA)

Figure 3.7 The bottom panel on setup window

You can click on “Go Back to Main Window” button to close the setup window and go back to main

billing screen.

Working With A Specific Feature

To work on a specific feature, you need to click on the icon corresponding to the feature in the icon area.

To understand the navigational controls and other common data controls, we will work with two example

features in this chapter. We will not go into specifics of these features but we would focus on generic

understanding of feature selection and common user interface controls.

Selecting a feature

To select a feature to work with we need to click on its corresponding icon in the icon area. Let‟s click on

the first icon for this discussion. The first icon is “Items” that lets us manage the items or products related

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to your business. We will not cover the details on item management in this chapter but item management

specific functionalities will be discussed in later chapters.

After clicking on the items icons this is what we see Notice that

Figure 3.9 Feature Selection

1. The window title has changed to “Manage Items”

2. The items icon is now decorated with two red triangular highlights.

3. The title “Items” has turned red.

These 3 indicators will help help you identify which feature or icon you are currently working on.

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The feature work area

Once you have clicked and selected a feature icon, on the right hand side you will see the screens related

to the selected feature.

The following figure we are showing the screen related to item management feature.

Figure 3.10 Feature working area of Item Management

General Navigation In Feature Work Area

Now let‟s look at the general navigation components of feature work area.

Almost all features‟ work area consists of two main parts

● Top Toolbar

● Datagrid

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Top Toolbar

Top toolbar is a strip of functionality buttons that are specific to the selected feature. These buttons will

work either on the selected data element in the datagrid or will perform operations on the selected feature

overall

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Figure 3.11 Typical Top Toolbar for a feature

Some of the buttons in the Top Toolbar can .disappear or become unavailable depending upon the data

element selected in the datagrid.

Depending on your screen size, it may happen that all available toolbar buttons will not fit in a straight

horizontal line.

Look for the small button at the end of the toolbar which on click will reveal more toolbar buttons which

could not see earlier due to screen width.

Figure 3.12 Toolbar extender button

The help button on this toolbar will take your default Internet browser to the products tutorials page

on the product‟s website.

The Datagrid

The datagrid is one of the most used controls in the application and it is important that you understand

different user interface aspects of the datagrid. Once you know how to work with the datagrid you will be

able to work quite easily with most features in the application.

Picture!

Datagrid can be divided into four functional areas

● The Data

● Filters

● Search area

● Pagination

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The Data

In most cases, feature in HDPOS smart is management of a type of specific business document you create

in the application. For example, Sales Invoices, Purchase Bills, Payment Receipt Notes etc. Each data row

in datagrid represents a single such document or data element that is related to the selected feature.

Picture of highlighting single data row!

Columns of the datagrid

The columns displayed in the datagrid are predefined for each feature and cannot be changed but you can

change their arrangement. You can rearrange the columns of each datagrid for each feature if the default

arrangement of the columns does not suit you.

Sort Order in Datagrid

The datagrid has a predefined sort order used by the application but you can sort the data differently in the

datagrid by clicking on the column header. Clicking the header once will sort the data in ascending order,

clicking on the same column the second time will reverse the sortorder and show you the data in

descending order.

You can also perform complex sort of multiple columns. To sort on multiple columns first click on a

column you want sort on first and then press and hold the Ctrl key on the keyboard and click on the

second or more column you want to sort on in the order you need.

Figure 3.13 Column Sort Order

In the example of figure 3.13 the datagrid is sorted on multiple columns and in mixed ascending and

descending modes.

Filters

Each feature management area may have different way to filter the result set you see in the datagrid. The

number of filters and what they are will change from feature to feature.

Figure 3.14 Example Filters

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The figure 3.14 shows an example of filters that you have available in Sales Invoices Management

feature.

The values specified in these filters along with appropriate checkboxes ticked on if applicable, will

change your result set displayed in the datagrid.

The Search Area

Figure 3.15 The Search Area

Simple Search:

Search area is the search box with 3 buttons you see on the top right corner of the datagrid. Though in

appearance it looks simple, this control adds tremendous searching power to our applications. The simple

search box is a text box where you can type in the text you want to search in datagrid. The text you type is

searched for in all columns of the data grid and only the rows that have one or more columns that contain

the search text will be displayed in the datagrid.

More than one terms in search text: You can search for more than one words or phrases in the datagrid

columns. You need to separate the words or phrases by comma ( , ). If you specify two or more words

separated only by spaces and not by comma then those words will be treated as a single phrase to be

searched for.

For Example:

Figure 3.16 Phrase Matching

In the above figure you can see that when we search for black skirt without any comma between the

words, the entered text is treated as a phrase and the items whose name contain the entire phrase are only

displayed in the search results.

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Figure 3.17 Multiple Terms Matching

In the above figure you will notice that when the search text words are separated by comma, the search

result data rows will contain the rows that contain ALL search terms in the row data. The search terms do

not have appear next to each other, or in any specific order.

Figure 3.18 Another example of Multiple term search

As you can see from the example above, the search terms separated by comma do not have to appear in

the data in any specific order. Also the search term data can be present in any column.

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Advanced Search

As you may have noticed that the terms you enter in the search box are ANDed with each other, meaning

that, the data row is only displayed when ALL terms are contained in the data row. Also when the data

grid has many columns, searching for your search terms within all columns can slow down the result

results.

You may want to use the advanced search in the following situations:

● When you do not want to search in all columns but only in one or more specific columns

● When you want to OR the search terms, meaning show the rows that contains any of the search

terms.

● Use other way of matching search terms data than contains. Such as exact match or starts with

etc.

Figure 3.19 Advanced Search Button

In the search area, the button with exclamation point ( ! ) as text is the button for advanced search.

The Advanced Search Window

Figure 3.20 Example Advanced Search Window

The advanced search window contains the list of columns in the datagrid for which you are performing

the advanced search. Since the columns in the datagrid will be different based on which feature you are

working with, the contents and height of the advanced search window differs from datagrid to datagrid.

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You can click ON the checkboxes next to the column headings which you want to consider for the search

action.

Figure 3:21 Selecting two columns for searching

At the top of the advance search window, you can specify if you want the search terms be present in all

selection columns or can be present in any of the selected columns.

The check box after this allows you to indicate to the search that any of the terms can be present in the

resulting data row.

Figure 3.22 Allowing to pick up rows with any of the search terms

If we had the search settings as shown in figure 3.22 and specified search terms as black, yellow; we will

get the following result in our sample database:

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Figure 3.23 Results of ORed search terms

The next section in the advanced search allows you to specify the search text matching logic.

Figure 3.24 Different Comparison Operators

By default the comparison operator is contains. This means that if the search text is found anywhere in the

column text, the data row will be displayed in the search result. The comparison operator is applied to

each selected column separately while applying the search.

For Example:

If we had following settings in the advanced search condition and specified n as search text we will get

the following results:

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Advanced search conditions once applied remain persistent for the datagrid. In other words, you do not

have to specify the advanced search conditions every time you open the feature datagrid. The application

remembers your advanced search conditions even if you close the application and restart it.

In client-server mode, your advanced search conditions move with your login id. It does not matter which

computer or client node you login from you will see the results in datagrid based on our advanced

searches you may have applied in another session from another computer.

To clear the advanced search conditions and go back to the simple default search after you have applied

some advanced search you will need to click on Clear Search button on the advanced search window.

More about Comparison Operators

The comparison operators require an additional explanation here. There are logical and boolean

comparison operators available in advance search condition.

Out of these Contains, Does not Contain, Starts With, Does not Start With, Ends

With and Does Not End With operators consider all data as text data and even

treats numerical data like prices, amounts and quantities etc as textual data.

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On the other hand boolean operators =, !=, >, >=, < and <= operators treat the data as numeric if they are

numeric.

Consider the situation where you wanted to list all the items whose price is less than 500. Here is what we

will have to set up the advanced search as:

We will get results as:

Special Handling of columns with values of date or date-time

Since there can many different representation of date based your system settings, as in month first or day

first, while searching specifically in date columns using advanced search, you will have to specify date

value to search for in yyyy/MM/dd format. This means that if you wanted to search for the date of

September 24, 2017, you will need to specify 2017/09/24 as the search text.

Pagination Area of the Grid

The bottom part of the datagrid is the pagination area of the datagrid

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Introduction to Billing Screen

Item Selection Area

On the top right corner of the screen you see textbox controls that will allow you to add items into the

invoice. There are number of ways you can select the item to add to the invoice. Items can be selected

either by using item name, barcode, or search code. . We will cover more details on all these controls in

later chapters. In this chapter we will keep focus only on getting familiar with different areas of the

screen.

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Display Area

The display area provides information regarding items that are currently added to the sale-in-progress.

Each item that is scanned appears here as a line item. The line item contains information regarding the

item – Item Name, Sales Price, MRP, Tax etc.

General Functionality Operations

You can perform numerous operations on the invoice being created, such as changing the quantity of an

item added for invoicing, removing an item, cancelling the invoice, etc., using the 9 general functionality

buttons. We will cover more details on all these controls in later chapters

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Totals

This section of the main invoice screen provides the details about the total amount of the invoice, the

discount included and the total quantity of all items in the invoice.

Payment Options

This section of the billing screen provides you options to save ongoing sales invoice with various

payment options. The exact functionalities of each payment options will be explained in greater detail

later in later chapters.

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Tool bar Options

There are several buttons in the toolbar that allows you to perform different tasks, both on the invoice-

such as allowing a discount, and on other documents, such as creating a cash transfer. The exact

functionalities of each button will be explained in greater detail later in later chapters.