Key Fields

• DeptNum - Choose the department number for the given department. This is a two-digit numeric giving possible values of 1 through 99. In addition to providing uniqueness to each department, the department number value often controls the order in which departments appear in selection controls as well as reporting.

• Description - Enter the desired description. As this is a key field, some value is required with a maximum length of twenty characters.

Other Fields

• Tax Code - Highlight from this list box up to four tax itemizers in which this department will accumulate during point-of-sale operation.  An entry is not required here, but the department will be considered as non-taxable.

• Disc Codes - Highlight from this list box up to nine discount itemizers in which direct entries made into this department will accumulate during point-of-sale operation. Sale Discounts can be taken on direct department entries when accumulated in the discount itemizers attached to the sale discount keys. Usually, discount itemizer one is used for all items in most retail stores. An entry here is not required here, but the department and all items linked to the department will be flagged as non-discountable with regards to sale discounting.

• Department Options - Highlight from this selection-list one or more options to select how department entries are to be handled during point-of-sale operations. An entry is not required for this field.

  • (1) Commission Items - This option means that entries into this department are eligible for salesperson commission calculations.

  • (2) Food Stamp Items - This option allows entries into this department to be paid for with Federal food stamps, or other forms of consumer payment assistance programs.

  • (3) Non-Add Daily Sales - This option is used for bottle returns, lottery machine ticket sales, utility bill collection, and all those sales outside the normal daily revenue reporting of your operation. Department entries using this option will not add to the daily sales figures on management reports.

  • (4) Subtracting Dept - This option will subtract entries made into this department from the tax itemizers, discount itemizers, and coupon itemizers during point-of-sale operation.

  • (5) Password Required - This option will require the entry of a manager password if the operator is not authorized to make entries into open departments. Favorite uses of this option are to prevent the casual use of an open department if an item's PLU code can't be found, thereby causing inaccurate inventory levels, or to deter dishonesty.

  • (7) Requires Package Codes - This option, when set, forces all PLU entries attached to this department to be preceded by a package code (modifier) entry. For example, a beer department would require all it's associated item to be preceded by a SINGLE, PACK, or CASE modifier key when sold.  This can be overridden if using the Auto Ring Unique Barcodes setting and the item does have a unique barcode.

  • (8) Data Entry Compulsion - This option allows for the forced entry of certain information whenever an entry is made directly into this open department.

  • (9) Validation Compulse - This option requires the printing of the validation code(s) before proceeding with the customer transaction. Validation messages can normally be bypassed by depressing the CLEAR (ESC) key when prompted, however, Compulsory Validation forces the printing of the programmed validation codes.

  • (10) Tagpro Color Prompt - Enable this option for TagPro to prompt for a color when this department is selected.

  • (11) Tagpro Size Prompt - Enable this option for TagPro to prompt for a size when this department is selected.

  • (12) Subdepartment Key Pricing - Enable this option when Enhanced Touch Screen Support is being used to allow a selected Department to display selection buttons for linked Subdepartments. This option only functions with OspreyPOS 4.188.13 and above.

  • (13) Gift Card Issue - Enable this option to utilize the department for gift card activations.

  • (18) TagPro Discountable - Enable this option for utilizing TagPro discounting based upon the age of the item.

  • (19) Gift Card Reload - Enable this option to utilize the department for gift card reloading/recharging.

  • (20) Significant Department - This option mimics the item level option of Significant item, but is meant to be used when the Default Item Status is set to Department.

  • (21) Print Duplicate Receipt - This option will cause a duplicate receipt to print when item(s) from this department are sold when the Default Item Status is set to Department.

  • (22) Signature Capture - This option will cause the system to prompt for a signature when item(s) from this department are sold when the Default Item Status is set to Department, AND the optional Signature Capture module is licensed.

  • (23) Loyalty Redemption Exclusion - Exclude item(s) in this department from being paid for using loyalty dollars.

    • This requires the Total Key option Loyalty Exclusion Processing to be set in order to function.

    • A line-item discount or markdown amount will NET the exclusion amount.

    • An item that participated in a sale discount will not be NET of the calculated discount amount as the sale discount distribution does not occur until the end of the POS transaction.

  • (24) Include In ScanData Export - This option will cause the system to include items in the department in any ScanData export. In addition, there is special validation that will occur when creating / updating an item record as it relates to UOM and Mix & Match information.

  • (25) Prevent Line Item Disc/Mkdn - This option will prevent an item linked to this department from being sold with a line item discount or line item markdown. This is useful for a low margin department.

• E-Notes - E-Notes are an exclusive OspreyPOS feature that allows messages of up to 5 lines each to print on the customer's receipt, or display on the cashiers screen. E-Notes can be used for check validations, item promotional messages, authenticity or warranty certificates, store policy messages, customer signature lines, or just about any message a store wishes to convey to their customers. Up to two codes can be selected.

• Sales Restriction Codes - Select any desired restriction code(s) for this department. Restriction Codes are programmable by the user and handle product purchase restrictions.  These codes are useful in controlling beer, wine and liquor sales in convenience stores on Sundays and to underage individuals in general. Some examples are:

  • Age Restrictions

  • Sunday Blue Law Restrictions

  • Time Period Restrictions

  • OspreyAge Restrictions

• Key Location Code - This allows for a department to be assigned a location on the keyboard/touch-screen for direct entry in lieu of having to utilize the Department Function Key.

• Flyer Code 1 and 2 - Select from this lookup control a Flyer/Specials Code representing the period of time items in this department will be on "sale". OspreyPOS will automatically put into effect the sale price, and when the period(s) end(s), will restore the old price. OspreyPOS permits two Flyer/Specials periods per department running either sequentially, overlapping, or concurrently.

• Color Code - Optionally, assign a "color code" to the department.  This is generally used in the Thrift store vertical.

• Income Account Ref - From this lookup control select an income account for posting sales data into an accounting package.  In order for this combo to be populated an accounting interface must be configured and a Chart of Accounts must be imported from QuickBooks or manually created if using the Generic Accounting interface.

• COGS Account Ref - From this lookup control select a Cost of Goods Sold (COGS) account for posting cost data into an accounting package.  In order for this combo to be populated an accounting interface must be configured and a Chart of Accounts must be imported from QuickBooks or manually created if using the Generic Accounting interface.

• Asset Account Ref - From this lookup control box select an asset account for posting inventory valuation data into an accounting package.  In order for this combo to be populated an accounting interface must be configured and a Chart of Accounts must be imported from QuickBooks or manually created if using the Generic Accounting interface.

• Tag Group Id - Optionally, assign a "Tag Group" to the department.  This is generally used in the Thrift store vertical when using the optional module “TagPro”. It allows for the grouping of Tag Sizes to a particular department.

• High Quantity Limit - Enter a number of up to 99999 representing the maximum allowable quantity entry in a single entry of a transaction. A manager's password can override this limit. An entry is not required for this field, but OspreyPOS will view this department as having no quantity limit. This can be used to prevent things like a cashier scanning a barcode prior to hitting the “@” key for a quantity extension for example.

• Low $ Amt Limit - Enter a dollar amount of up to 99.99 that represents the minimum dollar allowable entry in a single entry of a transaction into this department. This limit can be overridden by management password. This feature helps prevent cashier "under- rings" and other obvious keying errors. An entry is not required for this field, but OspreyPOS will view this department as having no minimum dollar entry.

• High $ Amt Limit - Enter a dollar amount of up to 99999.99 that represents the maximum dollar allowable entry in a single entry of a transaction into this department. A quantity extension does not apply to this limit. A manager's password can override this limit. This feature helps prevent cashier "overrings" and other obvious keying errors. An entry is not required for this field, but OspreyPOS will view this department as having no maximum dollar entry restriction.

• Default Comm% - Enter a commission percentage of up to 99.99% that will be used to calculate salesperson commissions on commisionable items. This entry should be the commission percentage paid to a salesperson each time an item is sold in this department.  An entry is not required for this field.

• Preset PLU Number - From this lookup control select an Item or enter the inventory item number that will be directly linked to the department key on the keyboard at the OspreyPOS store. The department key is now known as a "preset" key used to simplify high volume sales of a particular item. Examples are bags of ice, lottery tickets, milk, and newspapers.  

• Loyalty Point Multiplier - If utilizing the Loyalty program (and using a "Default Item Status" of Department) it is possible to "multiply" the points awarded on items in a given department by entering a value greater than 1 here.  A value of 0 will disable the accumulation of loyalty points.

• Purchase GL Num - Enter the purchase General Ledger account number. Enter the number in the format 9999-999-99 where the first four digits represent the G/L account number, the next three digits represent the profit center, and the last two digits represent the division or store. Zero fill the fields and do not use a – as OspreyPOS provides it. An entry is not required for this field. This option can be useful if interfacing OspreyPOS to a General Ledger System.

• Sales GL Num - Enter the sales general ledger account number. Use the format of 9999-999-99 where the first four digits are the G/L account number, the second three digits are the profit center, and the last two digits are the division or store. Zero fill the fields and do not enter the – as OspreyPOS provides it. An entry is not required for this field. This option can be useful if interfacing OspreyPOS to a General Ledger System.

• Valid LF - Enter the number of line feeds up to 99 to adjust the number that OspreyPOS should advance a form in a forms validator (for Compulsory Validation Option) before printing commences. This allows OspreyPOS to properly position a form into the print area, taking into consideration preprinted messages that may be part of the forms header. This setting affects OspreyPOS Point of Sale operations and will not be apparent until the department is uploaded to your stores from OspreyPOS. Different form validators may require a different line feed count to achieve the beginning print position. No entry is required for this field.

• Special Routine# - Enter the number of the Special Routine to execute when a sale is made to this department.  Among the Department Special Routines that are distributed with OspreyPOS are:

  • 02 - Prompt for TIP amount

  • 03 - Prompt for customer name and generate a gift certificate number for printing on a gift certificate

  • 04 - Same as 03, but customized to the specifications of Merchant Liquor Mart

• Gross Margin - The value entered here will be used by OspreyPOS to calculate the item’s price when automatically creating an item record during an EDI process. An example of this is when importing FINTECH invoices and the item on the invoice does not yet exist in the database.

• Last Modified - System maintained field that shows the last date that the department was modified.

• Display On Mobile - Check this box to allow for the function key to be displayed on the OspreyMobile application.

• Display On GUI- Check this box to allow for the department key to be displayed on the OspreyPOS POS application.

• Display On TagPro - Check this box to allow for the department to be available in the TagPro application for selecting items.

• IncludePercentNDS -  Check this box to include the department in the Percent of Net Daily Sales calculations on certain reports.

• Exclude From ItemSaleCnt - Any item(s) in this department will NOT be included in the item sale count value on any reports.

• Button Designer - This will launch the Button Designer to configure the assigned button's appearance.