Implementation of Brightpearl EPOS

We recommend that you read our prerequisites guide available here before attempting an implementation.

Note that the EPOS console cannot be accessed until all set up steps have been completed and staff members have been authorized access.

Subscribe to Brightpearl EPOS

To begin using Brightpearl EPOS you will need to subscribe. Please call our Sales Team on 0845 003 8935.

An EPOS license is required per till. However, you can create as many individual logins as you require so that you can track sales per staff member.

Set up your EPOS hardware

Brightpearl EPOS runs in your browser so you'll need to set a computer up in the store and connect your receipt printer, scanner and cash drawer to it.

Add payment methods for EPOS

Before you begin using EPOS you will need to ensure the following payment methods are set up in back office. This ensures that the relevant order payments and accounting are generated.

  • Cash payments

    Create a bank account for each till and a payment method for each till. Ensure the payment method code is the same as the bank account code, and that the bank account is assigned to the payment method.

  • Card payments

    Create a bank account for each till and a payment method for each till.Ensure the payment method code is the same as the bank account code, and that the bank account is assigned to the payment method.

  • Exchanges/store credit

    Create a bank account where store credit transactions can be recorded and a payment method. Ensure the payment method has the code "CREDIT" and the contra bank account assigned. Learn more about exchanges and store credit

  • Integrated payment method

    Plus additional payment methods for integrated payment apps - see your payment app for details.

Configure EPOS

You will need to define which customer EPOS sales are recorded against, what sales order statuses should be used, which price list should be used for EPOS sales, whether the company logo and coupons can be printed onto your receipts and whether you require customer details for sales credits.

How to configure EPOS

  1. In Brightpearl go to Settings > Brightpearl Apps > Point of Sale.
  2. Make the following selections:

    Anonymous sale Customer ID

    Enter the contact ID of your anonymous customer you created earlier. This will be used where you do not search for an existing or add a new customer.

    Status for new EPOS sales

    Select a sales status to be used for EPOS orders which are created (prior to invoicing and shipping). You may choose to create a new sales status specifically for EPOS sales, such as “EPOS order” or you can use a standard status for all new orders.

    Status for parked sales

    Select a sales status to be used for parked EPOS orders (where the customer will come back later to pay). You should create a new sales status specifically for parked EPOS sales, such as “Parked EPOS sale”.

    Always create sales on price list

    Select which price list to be used for items sold through EPOS. Leave this blank and you'll need to select every time a new sales is started in EPOS, useful if you serve different customer groups.

    Show company logo on the receipt?

    If you have uploaded a logo on your channel brand you can have it print on your receipt (as long as you’re using a graphical printer like the Star).

    Allow staff to select to print a coupon on the receipt?

    We’ll look at coupons later, but this setting will allow EPOS users to change the discount coupon / offer which prints on each receipt.

    Default coupon to display on receipt

    Coupons will be covered later, but this will allow you to set a discount coupon / offer to print on every receipt.

    Email receipt template

    EPOS will allow you to email receipts to customers as well as print it. Create a template to specify what it should look like and select it here.

    Require Project on every sale?

    Projects can be used for reporting. Selecting “Yes” will force the EPOS user to select one every time. Projects can be used for creating "Analysis codes".

    Require customer details for sales credits?

    Often when a customer returns something to your store you will be interested in collecting their details. This might be so you can track someone who’s consistently returning items. To force data collection before a refund can be done select “Yes”. You must always create/look up and existing customer where you are giving store credit.

How to find the EPOS anonymous sale customer ID

  1. Go to Customers > New customer.
  2. Name the customer, for example, "Anon Epos", or "Misc Customer".
  3. They don't need an email address, but enter one if you wish.
  4. Ensure that you do not assign any credit terms or limit since this will prevent sales being made in EPOS (if overdue accounts are locked which is optional).
  5. Price lists and other financial settings as not applicable for this record as EPOS will use EPOS defined rules applicable to your store.
  6. Save the customer.
  7. Once saved the customer record is assigned a system ID number. This can be seen in the URL. This is the code needed for your EPOS set up.

    anon customer

Set up an EPOS till / channel

Each till requires a separate sales channel. A channel can be added for each EPOS license subscribed to. When a sale is made through EPOS the sales channel is automatically assigned to the order allowing reporting per till.

A sales channel also controls branding, receipt printing, the warehouse inventory is selected from and the accounts (nominal) codes where cash and card payments are recorded.

How to set up an EPOS till

  1. Go to Channels > Manage Channels.
  2. Click the Add channel button.
  3. Select the Point of Sale channel type.
  4. Make the following selections:

    Channel name

    This is how the store will be seen throughout Brightpearl and within any sales channel field. This is the item you report on and tells you where the order was placed.

    Channel type

    This must be set to Brightpearl EPOS.

    Channel branding

    Select your channel brand to apply different logos and company details.

    Warehouse to allocate orders from

    Select your warehouse. You may have a specific warehouse for your shop. When a sale is made in EPOS it will check the availability of inventory in this warehouse and allocate it to the order automatically.

    Assign created orders to team

    If you are using teams you can assign orders against a team automatically.

    Choose a printer type

    If you are using a graphical thermal printer select Start TSP100/113, if you are using a text only printer select Epson TM-T88 III/IV.

    Select cash code

    Select the bank account code where cash takings are recorded.

    Select card code

    Select the bank account code where card takings are recorded.

    Add text to the bottom of the receipt

    Select the template you have created for any information to print on the bottom of every receipt.

    Tax code (US sales tax mode only)

    Select the tax code applicable to this store. This will generally only be applicable in the US where different tax rates are applied in different store locations.

    channel settings

How to define an EPOS receipt footer

  1. Go to Settings > Templates > Document templates .
  2. Click the Add a template button.
  3. Enter a name for the template.
  4. Type the text that you wish to appear at the bottom of your EPOS receipt. If you are using a graphical printer you can also embed images, including QR codes or barcodes.

Give staff access to EPOS

A staff member will only be able to open the EPOS console if they have been assigned a login pin number.

A staff member who only uses EPOS can also be restricted from logging into the back office.

How to give a staff member an EPOS login

Each staff member that will be using EPOS will need a pin number to log in.

  1. Go to  Settings > Staff/Users > List staff .
  2. Type a 6 digit numerical pin number against the staff member.
  3. Click anywhere outside of the field to save.
  4. If this is a user who will only use EPOS you can restrict access to back office by clicking on the icon in the BackOffice column.

    back office

Set up products & barcodes for EPOS

To use a scanner with EPOS you will need to use barcodes.

Where a product already has a barcode, that code will need to be recorded against the product record in Brightpearl.

Where products do not have barcodes you can print barcode labels from Brightpearl, either using barcode numbers which have been assigned to the products, or by generating barcodes using the product IDs.

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