TOPICS

What EFTPOS Networks are available in New Zealand?

Currently there are two networks available – Paymark and Verifone NZ. Paymark who process approx. 80% of all EFTPOS transactions are currently providing merchant EFTPOS connections to BNZ, ASB , Westpac, ANZ and Kiwi bank. The Verifone NZ network is owned by VeriFone NZ Ltd with ANZ providing the merchant connections, however other banks are soon to come online and be able to process via the Verifone Network as well. Your connection to the either network is through your merchant services provider (one of the major banks). Please note that while you may choose to connect to the EFTPOS network that is owned by your bank, this is not obligatory and you can connect to either network via any of the banks offering merchant services – your EFTPOS and credit card receipts will still go to your bank account even if it is with another bank. We recommend you shop around when choosing or reviewing your merchant services, particularly if you want to accept credit cards as you may be able to obtain a better deal at another bank. Please contact us for further information or to learn what deals might be available.

What is Software version 6.1, 2014, 2015, 2016 and PCI 1.3 and PCI 3.x etc?

To combat fraud, the software in EFTPOS terminals is regularly upgraded. At any given time, there will be several versions of software which are current, with each version having a “sunset” date beyond which it will not be allowed to work on the network. Most terminals when sold new are capable of being upgraded at least once, however the changing security requirements over time means that the terminal will eventually reach a stage where it cannot longer be upgraded to a new version. Furthermore, there are some versions of software which, while still being able to be used on the network by merchants who already have terminals with that version, cannot be sold to new merchants. For these reasons it is very important to check when purchasing or renting a terminal (particularly if it is second hand): 1. That it will be able to be upgraded to a future version as some of the terminals currently working on the network have only a limited future life. 2. If you are a new merchant you should ensure you only buy/ rent a terminal with the latest version of software. If you rent, you should ensure that your rental contract includes the costs of any necessary upgrades and software compliance fees. The latest terminal software specification currently in the market is Version 2015 PCI 3.x. It sets a new standard for EFTPOS terminal processing. As well as greater transaction and card processing security, it supports features such as chip and pin processing, Tap and Go technology (contactless), broadband connectivity support, enhanced message encryption and new offline processing capabilities.

How often should I upgrade my EFTPOS terminal?

Visa/Mastercard/Europay and the banks determine what the dates are for when EFTPOS machines need to comply with security updates and new software versions. These will continue to change over the coming years with businesses being advised of the dates of when they must have a compliant terminal. Total POS offers the latest software available and can discuss the benefits/costs of either purchasing or renting EFTPOS equipment.

Which service level is covered by my TotalPOS rental agreement?

We have two main types of rental agreements. On-site service rental contracts, and cheaper “return to base” rental agreements. On-site rental agreements (only available in Christchurch city and nearby areas) means we will visit your site 365 days a year between 7.30am and 9.00pm with no call-out/visit costs. In most cases the repairs/exchange of equipment are at no cost to you. We also provide an after-hours service where call-out fees will apply. Return to base gives you the option to either bring or send the equipment to us for servicing/repairs or have our service technicians (for a small fee) provide on-site service. If you buy from TotalPOS, we will also provide you with a loan terminal for a small fee while yours is being repaired.

What are the costs in setting up and operating an EFTPOS terminal?

There are two sides to setting up an EFTPOS facility – the hardware cost and the bank setup fees. Hardware (your EFTPOS terminal). The cost depends on whether you choose to: • rent a terminal (monthly rental for a specific period) or • purchase a unit (one-off initial cost and then a monthly manufacturer Software compliance fee from then onwards). In addition, If you also choose a different connection such as GPRS then monthly connection fees apply. Bank setup fees. -Depending upon your bank, the following fees may apply: • Setup/Application fee – one-off • EFTPOS network helpdesk fee, currently $13.50 + gst per month per terminal – includes IP/Broadband terminal connection access. Dial up terminals incur a $9.95+gst per month connection fee charged by Paymark or a backup dial charge of $6.95 per month . • EFTPOS transactions – no transaction charges apply • Credit card transactions – a merchant credit card fee will apply. Fees vary but are charged as a percentage – e.g. 2% of all Visa/Mastercard transactions. Contact TotalPOS for advice on how to get the best deal.

How do I change the time on my EFTPOS terminal once daylight saving starts or stops?

All you have to do is log your machine on to the network and the time will be automatically updated. Or you can wait until you do the first transaction of the day when it will update.

How do I change the name and address details that show at the top of my EFTPOS receipts?

This information is not stored in your EFTPOS machine. It is downloaded from the network, so to make any changes you need to contact your merchant services provider (usually your bank) or Paymark 0800 800996. If you require additional information at the bottom of the receipt, then please contact TotalPOS for a custom header / footer.

What does the error message on my Casio cash register display mean?

Common Error Messages:
E01 (Wrong mode) – this occurs when you have turned the key to a different position before finishing the previous transaction or operation. To correct this turn the key back to the mode you were previously in and finalise the transaction (usually by pressing ‘SUBTOTAL’).
E10 (Printer error) – means that the paper roll has run out or that the printer mechanism has not been closed properly.
The machine beeps when you are trying to enter a price but no error message is showing – this is probably because you are using the decimal point. If you want to sell an item for $3.00, enter 300 and press the relevant department key. Do not enter 3.00.

Can I link my Eftpos terminal to my Casio cash register?

This depends on the model of your cash register and Eftpos terminal. To find out more about Eftpos linking, please contact us.

Where can I find a user manual for my Casio cash register?

Please click here to download a user manual for your Casio cash register.

How do I change the time at daylight savings?

Turn the key to PGM mode, press ‘1’ then ‘SUBTOTAL’.
Input time in 24 hour system; (eg, 1358 for 1.58pm). Then press the ‘x/date time’ button.
Press ‘C’ to end the setting.

What can a Point of Sale (POS) system do?

We stock a full range of cash registers and PC POS systems from the most basic to the most sophisticated. The following guide is intended to describe the more commonly-used POS features. Contact us to discuss the options available on each system.

Basic Features

  • Date and time on receipts and end of day report.
  • End of Day report (Z read) showing totals by department and by method of payment.
  • Refund.
  • Void/Error Correct.
  • Calculate change.
  • Give percentage or $ amount discounts.
  • X read – daily total without resetting to zero.

Customer display

Shows your customer the value of the last item sold, or the transaction total when subtotal is pressed or the transaction is finalised. Available on all Casio models except the 130CR and 130CR-S. A customer display is built in on all other Casio models except the touchscreens (QT6000 and QT6100) although it is an optional extra for these models. On the TE-M80 it is fixed, on all other models it can be raised approximately 5 cm and swivelled to face the customer if required.
A rear display is available as an optional extra on PC POS systems where you have the choice of a traditional display or an LCD screen which can also be used to display promotional information to customers.

Post receipt

  • The ability to turn off the receipt printer and only print a receipt when required.
  • The ability to print your business details and GST number on the receipt.

Receipt and Journal

Our lower-priced cash registers have only one printer to save costs. Some models to have a two printer option available.
On some of the mid-range cash registers, there is an electronic journal feature which enables you use the machine to print receipts while trading, you can then print the daily journal prior to issuing the end of day report.

Stock Tracking

General Features

The ability to hold stock levels for each item in the system. Opening or starting stock levels can be entered, purchases added and sales removed from the total so that there is a running stock total for each item at all times.
In more advanced systems, re-order levels can be set for each item and used to generate purchase orders. Stocktake sheets can be printed, stock counts entered, and variances and valuations calculated. Handheld PDAs can be used to read barcodes and record stock levels for later downloading into the system.

Parent and child product structures

The ability to link two or more different stock items , such as a keg of beer and the different sized glasses of beer that come from it, so that sales of the glass result in a correct reduction in the stock of beer recorded in the keg, and changes in the cost of the keg are reflected in the recorded cost of each of the sizes of the glasses. Or, in a retail situation, the parent item could be a case of 24 cans of soft drink, with the individual cans being the child item.

Barcode reading

The ability to store a barcode for each item and, with a barcode scanner fitted, read the barcode on an item and recall the associated price and description to enable the item to be sold. Advantages include faster transactions, elimination of pricing errors, and more accurate stock tracking.

Barcode printing

The ability to print barcode labels and shelf labels for each item from within the POS system. Barcodes can be generated for products without them.

Gift Voucher Issuing and tracking

The ability to issue gift vouchers for whatever amount you require, to store a record of all outstanding gift vouchers and their value, and to recognise valid gift vouchers when they are presented.

Eftpos integration

Only available on PC-POS. The POS PC acts as the eftpos terminal, so you have no separate eftpos machine, but only a pinpad for the customer to enter their PIN. To complete a sale you press the eftpos (or credit card) button on the POS, the amount is sent automatically to the pinpad, the customer enters their pin. If the transaction is successful the receipt prints and the drawer opens, if it is declined then you get a message on your POS screen. Requires broadband internet connection.
Advantages: removes the possibility of error in keying the amount into the eftpos machine (e.g. $150.00 keyed as $15.00), very fast, clears counter space as no eftpos terminal required, no need for a separate phone line for eftpos which can save money.
Note that due to software licensing costs integrated eftpos is usually more expensive than stand-alone, however most businesses find that the elimination of errors and/or savings on phone line costs will more than make up for the small additional cost.

Multi-lane

The ability to connect two or more cash registers to allow centalised reporting and programming to save time and reduce possible errors, and shared table and account information.

Multi-site

The ability to centralise reporting and programming for two or more sites back to one location using internet connections.

Customer loyalty systems

The ability to record spending on selected (or all) items by individual customers and to award various levels of points or discounts to customers. Points can be redeemed against subsequent purchases.

Multi-site loyalty

The ability to centralise loyalty points from 2 or more sites so that points earned at one site can be redeemed at another site.

Customer accounts

The ability for customers to charge purchases to an account which is stored within the POS system, and to make payments against the account. Credit limits can be set, tax invoices and statements can be printed on an A4 printer. Customer account numbers can be entered manually or can be read from a magnetic stripe card or using a barcode and barcode reader.

Text overlay for video security systems

The ability to send a journal feed from your POS system to a text-overlay capable video security system to provide added security and certainty about the events being shown on the video. You can search the video record for selected events, for example show all Voids, show all sales made by a certain operator, show all sales of a given item. We do not provide video security systems ourselves but we work closely with a specialised provider, Vision Systems, to ensure that your POS system and video security system are correctly interfaced.

Retail Features

Lay-by
The ability to manage a lay-by program within the POS system, with minimum deposits being set and the customer’s payments being deducted from the outstanding balance.

Mobile sales order terminal

A handheld PDA which can be used to scan items and record sales, enabling sales staff to move around in the shop with customers, recording items to be sold as they go. The list of items is then downloaded to a base terminal and the sale completed.

Programmable barcodes

Pre-packed items can have the weight or total price programmed into a barcode which is issued from a scale which is separate from the POS. When the barcode is scanned at the POS, the item code and price or weight are read and used to register the sale.

Hospitality Features

Order printing

The ability to print dockets for selected items which can be given to kitchen, barista or bar staff so they know what to produce. Order dockets can be printed either on the POS printer or at a remote printer. A single printer can print 2 or more order dockets, for example one for coffees and one for cold drinks.

Table charging and Table splitting

The ability to charge items to a table on the POS system, and then to select some items from the bill to be paid by each person sitting at the table. On more advanced systems, individual items can be split, for example two couples can pay for their own food and share the cost of a bottle of wine.

Table map layouts

The ability to have a graphical representation of the layout of the tables in the restaurant on the screen, to aid table identification, reduce errors and help with restaurant management.

Hand-held waiter pad terminals

The ability to link to hand held PDAs which can be used in restaurants to enter customer orders at the table, with food and drinks orders being charged to tables and printed respectively at the kitchen and bar. Advantages: speed up service, relieves congestion around the POS terminal and can result in increased sales.

What are the minimum requirements for Idealpos to run?

  • Windows: POS Ready 09/7, 7/8/8.1, 10 (32/64bit)
  • 2GB RAM and 30GB Free Hard Disk Space
  • POS Screen Resolution fixed to 1024×768 or 1280x800px
  • Internet Connection (licencing)
  • Data Backup Solution (cloud or local storage)

What version of Windows will Idealpos run on?

Idealpos is compatible with many versions of windows, provided the hardware is also suitable.
XP Pro SP3, WEPOS 1.1, POSReady 2009, POSReady 7, Vista 32/64, Win 7 32/64, Win 8/.1 32/64 and Win 10 32/64.
Although Idealpos is able to be installed on older Windows versions, this does not mean it will run efficiently. Some versions are no longer supported by Microsoft and are therefore not recommended to be used.

Can I add additional modules later?

As standard, Idealpos comes as a full-featured Point of Sale software product. You are able to enter stock items, perform stock control, create buttons, add peripherals and use the software for your business needs.
Additional modules such as Restaurant, Integrated EFTPOS, Fuel Console and many more can all be added when you purchase the software, or at a later stage when you are more comfortable knowing exactly what you need.

How does online licensing work, and what if I don't have internet?

Online Licences can be used for Perpetual or Annual (subscription) Licence methods.
Online Licencing requires an Internet Connection. Every 4 hours, Idealpos will connect to the Idealpos.net Licensing Server to reload its licence. If an internet connection is not available, Idealpos 7 will work without an internet connection for a maximum period of 7 days.
Offline Licences will work without an Internet Connection for Annual Licences only. This licence type was designed for Customers who do not have an internet connection. Each year a file will need to be purchased from Idealpos to continue using the product.

POS / internet connectivity

Please do a complete health check on your POS to ensure you are ready to trade.

To do so follow these steps –

Please Restart your POS or touchscreen via the standard Windows way, close out of all your applications and in your Start bar menu select restart, this will ensure all pending updates are processed and that they don’t inhibit sales for when you open.

Once the computer restarts please open Idealpos and complete a “No Sale” or a dummy transaction to ensure the cash draw opens and issue a receipt. If applicable please check the Eftpos interface as well and any other printers to ensure they’re all working.

If Idealpos mentions that the license needs activating please check your internet connection and ensure your modem is switched on, if your modem is switched on please try restarting it by removing the power and plugging it back in and waiting 5 mins, then restarting Idealpos.

If you have a Kitchen Printer now might be a good time to replace the ink, these can dry out due to non use – if you are still having issues after completing these steps please call us and we can check for other issues. If you need a replacement ink cartridge or Eftpos/POS paper please contact us.

Lastly if you run your PC equipment off a UPS, you will find that when you switch the power back on that the UPS will produce a consistent beep. You will need to press the button on the front of the UPS before you do anything else – this will stop the beeping and also allow you to switch your PCs on.

If your POS fails after following these steps then contact TotalPOS support on 03 366 1090 ext.4

EFTPOS

If you have an eftpos machine that is integrated to a computer system then make sure it can do the following prior to opening for business
 
1. The eftpos terminal powers on
2. The eftpos can do a log on. You should be able to perform a log on through your PC software. If Idealpos you will find this either on the Manager or Admin tab, under the EFTPOS FUNCTIONS button
3. You can send a sale to the eftpos machine
4. If the transaction fails to send to the eftpos or the eftpos transaction fails then reboot modem, wait for 2 minutes then reboot the eftpos terminal and restart the PC. Then try another log on and transaction.
 
If your eftpos fails after following these steps then contact TotalPOS support on 03 366 1090 ext.4
 
 
If you have an Ingenico eftpos terminal make sure that it can do the following prior to opening for business
 
1. The eftpos terminal powers on.
2. The eftpos can do a log on. You can log your machine one by pressing the F4 key in the top right hand corner of the keys
3. If the eftpos terminal declines, reboot the machine by holding down the func and clear key together. Then try another log on.
4. If the transaction fails with a ‘transmission error’ the reboot your modem, wait two minutes, then reboot the Eftpos terminal. Try another log on.
 
If your eftpos fails after following these steps then contact TotalPOS support on 03 366 1090 ext.4

If you have a Verifone eftpos terminal make sure that it can do the following prior to opening for business
 
1. The eftpos terminal powers on.
2. The eftpos can do a log on. You can log your machine on by pressing the 4 key or pressing log on, on the touch screen.
3. If the eftpos terminal declines, reboot the machine by pulling out the power cable or holding down the red cancel key if you have a mobile machine. Then try another log on.
4. If the transaction fails with a ‘transmission error’ the reboot your modem, wait two minutes, then reboot the Eftpos terminal. Try another log on.

If your eftpos fails any of the above steps, contact TotalPOS support on 03 366 1090 ext.4

ECR

If you have a Casio cash register make sure that it is able to do the following prior to opening for business
 
1. The register powers on normally
2. You can change the mode on the register correctly (by turning the key to a different mode and back again)
3. A test sale opens the cash drawer and prints a receipt correctly
4. If integrated, that a sale can be sent to the eftpos terminal
5. Reports print clearly & totals reset normally
 
If your register fails any of the above steps contact TotalPOS support on 03 366 1090 ext.4

Cleaning

IMPORTANT – DO NOT SPRAY ANY LIQUID DIRECTLY ONTO THE EFTPOS TERMINAL

3 EASY STEPS:

  • If the EFTPOS terminal is powered on, switch off and unplug it (if possible).
  • Use a Microfiber cloth on the screen to remove any dirt. You can use a slightly damp cloth which should take away the dust, fingerprints and marks on the screen.
  • On the remaining areas of the EFTPOS terminal, you can use “Antibacterial wipes” that are preferably Alcohol and Isopropyl based. You can also use these wipes to clean cash registers, printers, scanners, and touchscreens.

PLEASE AVOID:

  • Window cleaning spray – these chemicals can be too harsh, leading to gradual screen erosion.
  • Paper – surprisingly, paper towels can be abrasive enough to leave scratches on the EFTPOS terminal screen.
  • Alcohol/sprays – can damage keypads and terminal displays – this includes a general household cleaning spray that promises to kill 99 percent of bacteria sounds appealing, but the chemicals contained in household products can be far too harsh for the terminals.
  • Vinegar – even when diluted with water, you are running the risk of stripping protective coatings from device screens so best to avoid.

Contactless Transactions

Contactless / Paywave / tap and go for EFTPOS – available on all TotalPOS supplied EFTPOS terminals

To activate the above for your EFTPOS terminals, there are two steps.

  1. Contact your merchant EFTPOS / Credit card processing Bank to discuss rates , fees and terms. Once approved, they will activate at the EFTPOS network. This may take a few days.
  2. Activate on your EFTPOS terminal.
    Verifone terminals are activated already – simply perform a LOGON.
    Ingenico terminals may need to have this feature turned on, so once the bank have activated Contactless and is live, you can test with a LOGON, then with a transaction – the pinpad should show SWIPE / INSERT / PRESENT on the screen. If it does not, contact TotalPOS on 03 3661090 opt 4 for assistance.

Pan Entry / Manually keying Credit cards into your EFTPOS terminal

All EFTPOS Paymark standalone EFTPOS terminals connected to Paymark are capable of performing these transactions. There are two steps to having this activated.

  1. Contact your Merchant Processing Bank to have this facility approved / loaded at Paymark
  2. Test the terminal to ensure your EFTPOS terminal is activated for PAN ENTRY. All terminals are activated by default, however in some limited cases it may have been turned off, so if the terminal fails to respond to Card number entry as per instructions, please contact TotalPOS.
    To test the terminal, perform a standard PURCHASE transaction following the instructions below based on the type of terminal you have.

Ingenico – all Models

  • Press F1 for Purchase
  • Enter Purchase amount – press ENTER
  • If required – Press ENTER to bypass cashout.
  • Press FUNC key at “PRESENT/INSERT OR SWIPE CARD”
  • Enter Credit card details – press Enter
  • Enter 4 digit Expiry – press Enter
  • If CSC number supplied- Press Enter (Yes) , If no Press Clear
  • Enter CSC number or select reason for not supplied
  • Select – MOTO (1)
  • Select Single transaction (1)
  • Press CREDIT account key

 

Verifone – all Models

 

  • Press PURCHASE
  • Enter purchase amount and press ENTER
  • Enter card number and press ENTER
  • Enter card expiry date (in format MMYY) and press ENTER
  • CSC  present? Press
    1. YES – type in number and press ENTER
    2. NO choose reason why CSC is not present
  • Choose transaction type method
  • Press CREDIT account key
  • Check signature
  • Press YES or NO  for signature verification

If you have an Integrated / Linked Pinpad to a POS system, please refer to the POS supplier for Instructions.

 

If you experience any issues with above, please contact TotalPOS Solutions.