8.2 Organizational units
In RETAIL7 it is possible to create organizational units or assign them to organizational types. It should be noted that the system and tenant units are created by the system by default. Thus, the entire system is structured in levels. This structure is displayed in a structure diagram. It is then possible to assign individual settings to these levels. The assigned settings then apply to the level or all levels below it.
8.2.1 System
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the system
The system is created as an organizational unit by default. The organizational unit can only be edited. i.e.:
Select the required system from the list.
2. Click on Edit.
3. Customize the name.
With the help of the name, the system can be filtered out via the search function. The system is also the top level in your RETAIL7 POS system. All other levels are located below it.
4. Click Save.
8.2.2 Tenants
The tenant is created as an organizational unit by default: this is the company that has purchased the RETAIL7 POS software. However, additional tenants can be added.
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the tenants.
8.2.2.1 Add tenants
It is important to give the tenants a unique name, as this is the only way to filter them out using the search function. With this function, additional tenants can be added to the first one which was created by default. The tenant is thus the first sublevel of the system, i.e. of the RETAIL7 POS software.
Open the menu → My organization → Organizational units → Tenants.
Click Add.
Select the parent element.
With the help of the assignment of the levels, the tenants are displayed systematically in the tree structure. With the help of the tree structure, individual settings can be assigned to different levels or to the levels below.
4. Select Save.
8.2.2.2 Edit and delete tenants
With RETAIL7 it is possible to edit and delete tenants at any time. In this way, the system always remains up to date, since tenants that are no longer required are deleted. When changes are made, it is important to save again, otherwise the new information will be lost.
Edit tenants:
Select the desired tenant from the list.
Click on Edit.
Change the name.
With the help of the name, the tenants can be filtered out via the search function. To do this, enter the name in the search window and confirm the search query. Subsequently, all results are available that match the name. At this point it is important to assign each name only once, otherwise confusion may occur.
4. Click Save.
Delete tenants:
Select the desired tenant from the list.
Click on Delete.
Confirm the dialog box with Yes.
NOTE: Select No to cancel the deletion process.
8.2.3 Countries
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information for the countries
8.2.3.1 Add countries
RETAIL7 is a multilingual POS software. This means that there is a large selection of available languages for the POS system. With RETAIL7, it is also very easy to assign the stores to the corresponding countries. This means that all locations are stored in the system in a structured manner.
Open the menu → My organization → Organizational units → Countries.
2. Set the parent level.
With the help of the assignment of the levels, the countries are displayed systematically in the tree structure. In RETAIL7, it is possible to assign each setting to a level. This configuration then also applies to all assigned sublevels.
3. Enter the name according to your own wishes.
With the help of the name, the countries can be filtered out via the search function. Therefore, it is important to assign each name only once, so that no confusion arises. In addition, the name must have a recognition value.
4. Define the country code.
5. Set time zones, languages and locales.
Several entries can be made here in each case. This function is particularly important if several languages are spoken in the country in which the store is located.
6. Specify the default location.
This location can possibly be the headquarters of the company. Thus, this location is always selected by default.
7. Set a default formatting.
8. Set the denomination of the currency.
The denomination in this case means the coins and bills used for the currency. In addition, this function can be used to exclude the use of a denomination. For example, 1 cent may not be used for the payment process. For this purpose, all denominations should be specified, except 1 cent.
9. Deposit a flag in the form of an image.
10. Specify a name for the federal lands used.
Additional federal states can be created with Add. For example, a store exists in Lower Saxony and Thuringia. Now these two federal states can be specified, but not those in which no store exists.
8.2.3.2 Edit and delete countries
With RETAIL7, countries that have already been saved can be edited or deleted at any time. This means that the system is always up to date, since countries that are no longer required are deleted. If changes are made, it is important to save them again so that no information is lost.
Edit a country:
Select the desired country from the list.
Make all necessary changes.
Click Save.
Delete a country:
Select the desired country from the list.
Click on Delete.
Confirm the dialog box with Yes.
Click No to cancel the deletion process.
8.2.4 Company
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the company
8.2.4.1 Add company
After the superordinate country has been defined, the individual companies can now be created. When setting up the app on a device and defining the store, this is automatically transferred to the tree structure. This structure can be found in the management console.
Open the menu → My organization → Organizational units → Company.
Select the parent element.
With the help of the assignment of the levels, the companies are displayed systematically in the tree structure. Here it is advisable to select the country as the parent element if locations in more than one country are owned. If this is not the case, the company can also be assigned directly to the tenant.
3. Enter a name for the company.
With the help of the name, the company can be filtered out via the search function. Here it is important to use each name only once, otherwise confusion can occur. In addition, the name should have recognition value so that the companies can be distinguished.
4. Deposit an address.
This function is particularly important if the stores have identical names. This way they can be distinguished by their respective addresses.
5. Optionally, an address suffix can be defined.
Click on new address addition to create additional additions.
6. Enter the postal code and city of the company.
7. Insert a telephone and fax number.
At this point, additional numbers can be stored with New phone number or New fax number.
8. Create an e-mail address.
9. Define the credit institution with associated IBAN and BIC number.
The IBAN is required in Germany for domestic transfers and the BIC for international transfers. Be particularly careful here so that all the details are correct. If in doubt, check them several times so that no transfers are made by mistake.
10. Set the manager of the company.
11. Add the tax number, VAT ID and the corresponding district court.
Each company is assigned to a local court and receives a unique tax number or VAT ID. Thus, the company can be clearly identified by these numbers. We advise you to obtain further information from your tax advisor.
12. Click Save.
8.2.4.2 Edit and delete company
With RETAIL7 it is possible to delete and edit already stored companies at any time. This means that the system is always up to date, since companies that are no longer required are deleted. If changes are made, these must be saved again so that no information is lost.
Edit a company:
Select the desired company from the list.
Click on Edit.
Make all necessary changes.
Select Save.
Delete a company:
Select the desired company from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.5 Region
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the region
8.2.5.1 Add region
A region can, for example, be a county or a cardinal point such as north or south. For example, there may be a store in northern Germany with products that are only available here but not in southern Germany. Another possibility is that there is a promotion in southern Germany that is not active in the north at the same time.
Open the menu → My organization → Organizational units → Region.
Click Add.
Specify the parent element for the region.
With the help of the levels assignment, the regions are systematically displayed in the tree structure. If all levels have been created, the region will be assigned to the company. If this is not desired, it is no problem to assign the region directly to the country or the mandate, for example.
4.Set the name.
With the help of the name, the region can be filtered out via the search function. Here it is important to select a name that is unique and has a recognition value. This prevents confusion or the region can be recognized directly and edited at a later time, for example.
5. Click Save.
8.2.5.1 Edit and delete region
With RETAIL7, a region that has already been saved can be edited or deleted at any time. When deleting regions that are no longer required, the system always remains up to date. When editing regions, they must then be saved again, otherwise the new information will be lost.
Edit a region:
Select the desired region from the list.
Click on Edit.
Make all necessary changes.
Select Save.
Delete a region:
Select the desired region from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.6 Stores
1 Update list
Press Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the store
8.2.6.1 Add stores
With RETAIL7, several stores can be created for one system. These can then be assigned to a region or a country, for example. This creates a structured overview of the system. Subsequently, settings can be assigned to the levels in the tree structure, which then also apply to all sublevels.
Open the menu → My organization → Organizational units → Stores.
Select the parent element.
With the help of the assignment of the levels, the stores are displayed systematically in the tree structure. In the structure, settings can be assigned to the levels individually. These configurations then also apply to all subelements of the level.
3. Enter a name for your store.
With the help of the name, the store can be filtered out via the search function. It is therefore important to assign a unique name so that there is no confusion. In addition, it should be possible for the store to be recognizable later based on the name.
4.Enter the store ID.
Each store receives a unique ID and can thus be assigned. This means that no two stores receive the same ID. In addition, it is possible to check the number in the RETAIL7 app.
5. Define the tax number of the store.
This number is only assigned once to a store and thus uniquely identifies it. Regarding this number, we recommend obtaining further information from your own tax advisor.
6. Enter the e-mail address and website of the store.
This means that others can contact the store directly or make contact via the website, e.g. using a contact form.
7. Select an address type.
There are standard address, shipping and billing addresses and other addresses. Each type can be assigned only once at this point.
8.Deposit an address.
9. Optionally, an address suffix can be defined.
Click on new address addition to create additional additions.
10. Enter the postal code and city of the company.
11. Define the state in which the store is located.
12. Insert a telephone and fax number.
At this point, additional numbers can be stored with New phone number or New fax number.
13. Specify the longitude and latitude for the store.
Thus, geographic coordinates can be stored with which the store can be found worldwide, since coordinates are assigned only once for a location in the world.
14. Select the localization from the list.
15. Click Save.
8.2.6.2 Edit and delete stores
In RETAIL7, stores that have already been saved can be edited or deleted at any time. If a store is no longer required, it makes sense to delete it so that the system is always up to date. If changes are made, it is important to save again so that the new information is not lost.
Edit store:
Select the desired store from the list.
Click on Edit.
Make all necessary changes.
Select Save.
Delete store:
Select the desired store from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.7 Devices
With RETAIL7, you can add as many end devices as you have licenses for. After purchasing the RETAIL7 POS software, you automatically receive one license. Acquiring more is not a problem, since another one can be purchased quite simply via the Management Console.
8.2.7.1 Add devices
Open the menu → My organization → Organizational units → Devices.
Click Add.
Specify the parent element for the device types.
With the help of the assignment of the levels, the devices are displayed systematically in the tree structure. Settings can be assigned to the levels via the tree structure. This configuration then applies to this level or all associated sublevels.
4. Enter a name for the device.
The name can be used to filter out the devices via the search function. The name should be unique, to avoid confusion. In addition, it must have recognition value so that the device can be found again quickly.
5. Select the type.
The POS or the customer display can be selected here. With the help of a customer display, the customer can be shown information about e.g. purchase offers or promotions, which are not displayed at the POS device. The POS is used, to execute and finish transactions.
8.2.7.2 Edit and delete devices
With RETAIL7, devices that have already been saved can be edited or deleted again at any time. By deleting devices that are no longer required, the system always remains up to date. If changes are made to a device, it is important to save again so that no information is lost.
If a device to be edited:
Select the desired device from the list.
Click on Edit.
Make all necessary changes.
Select Save.
If a device to be deleted:
Select the desired device types from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.8 Printers
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the printers
8.2.8.1 Add printer
At RETAIL7, printers can be added at any time. In addition, RETAIL7 supports a selection of Epson printers equipped with Epson Print. More information about this on our website at retail7.io.
Open the menu → My Organization → Organizational Units → Printers.
Click Add.
Specify the parent element for the printers.
With the help of the assignment of the levels, the printers are displayed systematically in the tree structure. Settings can be assigned to the levels of the structure, which then also apply to all sublevels.
4. Select the desired printer from the list.
5. Enter a name for the printer.
With the help of the name, the printers can be filtered out via the search function. The name must be unique and recognizable. Only in this way can the printer be found again quickly later.
6. Select the use case for the printer.
Printers can be configured under Menu → System Settings → Printing → Supported Printers.
After the printer has been selected, a corresponding submenu is generated for the printer. Make all the desired configurations here.
7. Specify the printer IP.
This IP is automatically filled in if it has already been specified. The query is made during the setup of the app. If the IP is not found automatically, it can also be entered manually.
8. Insert the URL of the printer.
This URL is automatically filled in if it has already been deposited. The query is made during the setup of the app. If the URL is not found automatically, it can also be entered manually.
9. Check Printer is necessary if the printer must be used.
10. Select Save.
8.2.8.2 Edit and delete printers
With RETAIL7 POS system, printers that have already been saved can always be edited or deleted. In this way, the system is always kept up to date by deleting printers that are no longer required. After editing has been completed, it must be saved again so that the changes are not lost.
To edit a printer:
Select the desired printer from the list.
Click on Edit.
Make all necessary changes.
Select Save.
To delete a printer:
Select the desired device types from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.9 Cashdrawers
With RETAIL7 , the drawers are connected through the printer. For this, a printer must be used that is supported by RETAIL7 or has EPSON Print. In addition, the printer must have the connection for the desired drawer.
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the drawers
8.2.9.1 Add cashdrawers
Open the menu → My organization → Organizational units → Drawers.
Click Add.
Specify the parent element for the printers.
With the help of the assignment of the levels, the drawers are displayed systematically in the tree structure. Settings can be assigned to individual levels via the tree structure. These also apply to the associated sublevels.
4. Select the drawer from the list.
5. Enter a name for the drawer.
With the help of the name, the drawers can be filtered out via the search function. The name should be unique to avoid confusion.
After the drawer is selected, a corresponding submenu for the printer is generated. Enter all the necessary information here.
6. Insert the device ID.
This ID is entered only once for the device and is thus uniquely identifiable. Thus no second device in your system receives this ID:
7. Check the box to activate the drawer.
This allows the drawer to be used. Otherwise, the drawer is inactive and cannot be used.
8. Define after which time the drawer is switched to timeout.
After this time, the drawer is inactive and becomes active again only when it is in use.
9. Set the time period after which to check whether the drawer is still open.
This specification is made in milliseconds, as it is important to close the drawer as quickly as possible so that no third person can steal the cash from the drawer.
10. Check the box if you want to display a dialog prompting the user to close the drawer.
11. Enter the printer IP and URL if it was not filled in automatically.
This configuration is only available if a printer has been defined under Menu → My Organization → Organizational Units → Printers. During the setup of the RETAIL7 App, an automatic search for the IP of the printer can be started.
12. Select Save.
8.2.9.2 Edit and delete cashdrawers
With RETAIL7, drawers that have already been saved can always be edited or deleted. In this way, the system is always kept up to date by deleting drawers that are no longer required. After editing has been completed, it is necessary to save again so that the changes are not lost.
To edit cashdrawer:
Select the desired drawer from the list.
Click on Edit.
Make all necessary changes.
Select Save.
To delete cashdrawer:
Select the desired drawer from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.10 Payment services and terminals
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about payment services and terminals
8.2.10.1 Add payment services and terminals
RETAIL7 can be used to define which payment services are permitted for the individual terminals. In this way, it is possible to make a restriction. In this case, not every payment service is available via the terminal.
Open the menu → My organization → Organizational units → Payment services and terminals.
Click Add.
Specify the parent element for the terminals.
With the help of the assignment of the levels, the terminals are systematically displayed in the tree structure. In the structure, settings can be assigned that apply to the selected level as well as the sublevels.
4. Select the terminal from the list to be used for card payment.
These include gift cards, employee cards and credit cards, for example. Currently RETAIL7 does not support the use of NFC.
5. Enter a name for the payment services and terminals.
The name can be used to filter out the payment services and terminals via the search function. The name must be unique and unambiguous to avoid confusion.
6. Click Save.
8.2.10.2 Edit and delete payment services and terminals
It is always possible to edit or delete already saved payment services and terminals. Delete the services and terminals when they are no longer needed to keep the system up to date. Also, save again if a change has been made, so that no information is lost.
To edit payment services and terminals:
Select the desired payment services and terminals from the list.
Click on Edit.
Make all necessary changes.
Select Save.
Delete payment services and terminals:
Select the desired payment services and terminals from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.11 Fiscal unit
The Fiscal Technical Security Unit is used to record which transactions were executed via the POS system. This information must then be forwarded to the relevant tax office. The unit is connected via the printer with the Epson Print function.
8.2.11.1 Add fiscal unit
Open the menu → My organization → Organizational units → Fiscal.
Click Add.
Specify the parent element for the safety engineering unit.
With the help of the level assignment, the Technical Safety Units are displayed in the tree structure.
Select the technical safety unit from the list.
This is available in the list when connected.
Enter a name for the safety engineering unit and terminals.
The name can be used to filter out the technical safety unit via the search function. The name must be unique and unambiguous to avoid confusion.
Click Save.
8.2.11.2 Edit and delete fiscal unit
It is always possible to edit or delete already saved settings for fiscalization. Delete them when they are no longer needed to keep the system up to date. It is also necessary to save again if a change has been made, so that no information is lost.
To edit a fiscal unit:
Select the required technical safety unit from the list.
Click on Edit.
Make all necessary changes.
Select Save.
To delete a fiscal unit:
Select the required technical safety unit from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.12 Floors
This function is important for the gastronomy area. Here the operating area called floor and can be created easily in the Management Console or the POS app. As the next step, it can also be defined, how many tables are on which floor. In RETAIL7 it is also possible to create more than one floor.
1 Update list
Click on Update
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the floors
8.2.12.1 Add floors
Open the menu → My organization → Units → Floors.
Click Add.
Specify the parent element for the floors
With the help of the assignment of the levels, the floors are displayed in the tree structure. The structure can be used to assign settings that apply to this level and the associated sublevels.
4. Enter a name for your floor.
With the help of the name, the floors can be filtered out via the search function. The name must be unique and unambiguous to avoid confusion.
5. Click on Save.
8.2.12.2 Edit and delete floors
It is always possible to edit or delete floors that have already been saved. Delete them when they are no longer needed to keep the system up to date. It is also necessary to save again if a change has been made, so that no information is lost.
To edit floor:
Select the desired floor from the list.
Click on Edit.
Make all necessary changes.
Select Save.
To delete floor:
Select the desired floor from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process.
8.2.13 Tables
In Hospitality, after a floor has been created, not only the number but even the shape of the tables can be defined. In addition, it is possible to define how many seats are there at the individual tables, meaning, how many guests they can serve. The settings, which are explained below, can be made separately for each table.
1 Update list
Click on Update.
Wait until the loading of the list is finished.
2 Number of list items
3 Information about the tables
8.2.13.1 Add tables
Open the menu → My organization → Tables.
Click Add.
Specify the parent element for the tables.
With the help of the assignment of the levels, the tables are displayed in the tree structure. The structure can be used to assign settings to the levels that apply to this level and the associated sublevels.
4. Enter a name for the table.
With the help of the name, the tables can be filtered out via the search function. The name must be unique and unambiguous to avoid confusion.
5. Define the table number.
This allows structured work, since each number is assigned once per table. The number can be determined by the user, so that work can continue using the usual system.
6. Create the number of seats.
This gives an overview of how many people can be seated at this table. So it is also possible to plan how many guests can still visit the store.
7. Select a shape.
The table shapes Square, Round, Rectangular, Oval, L-shaped (turned to the left), L-shaped (turned to the right) and T-shaped are available. With the help of the large number of setting options, RETAIL7 can realistically create the graphic map of the restaurant floor in the system.
8. Define the status.
This determines whether the table is available or not. This function is especially important so that it can be calculated whether more guests can visit the store.
9. Click Save.
8.2.13.2 Edit and delete tables
It is always possible to edit or delete already saved tables from the floors. Delete them when they are no longer needed to keep the system up to date. It is also necessary to save again if a change has been made, so that no information is lost.
To edit tables:
Select the desired table from the list.
Click on Edit.
Make all necessary changes.
Select Save.
To delete tables:
Select the desired table from the list.
Click on Delete.
Confirm the dialog box with Yes.
Press No to interrupt the deletion process