Terminals

Terminals are how you track which device certain actions happen on, such as which device a payment was accepted on, etc. For example, if you have 2 computers on your sales counter and each with their own cash drawer, terminals allow you to know how much cash was accepted at each terminal.

Without setting up terminals, you can know which user added a payment to a sales order based on which user was logged in and performed that action. However sometimes you would like to know which computer they were at as well. Terminals allow you to do this.

Terminals are also required for devices that use a credit card terminal for integration credit card processing. Setting up a terminal is how you specify which credit card terminal is used with each device.

Terminal Setup

Terminals can be set up under Settings > Terminals. Click Add Terminal for each device (Computer/ipad/etc) that is used to log in to OrderTrac. You will want to give them names that make it easy to recognize what device it is, like Sales Counter 1, Sales Counter 2, Warehouse Laptop, etc.

You can optionally give it a description, then select which location the terminal is at if you have multiple locations.

If you have integrated payment processing set up and you have credit card terminals, you will want to specify which credit card terminal is to be used with this terminal. Terminals must be set up in order to use a credit card terminal.

If this terminal has a cash drawer, you can optionally specify a cash drawer starting balance. This is used for the Close Terminal page that helps calculate how much cash should be removed from the cash drawer and deposited at the end of the day.

Click Save to save all changes and repeat for all other devices you use for OrderTrac.

Associating Terminals

Now that you have your terminal settings all set up, the next step is to associate each device with a terminal. If a device has not be associated to a terminal, you will see a Terminal not set message at the bottom of the main menu:

Click this message in order to associate a terminal with this device. Once clicked, you will see an associate terminal page where you can select which terminal to associate this device to:

Select the correct terminal and click Save. Now you will always see the terminal name at the bottom of the main menu:

You can click this name at any time to associate this device to a different terminal.

By default, associating devices to a terminal is not required. However, if you want to require every device to be associated to a terminal, navigate to Location > General Settings and on the General tab, check the Require terminal associations for each device checkbox and click Save.

Once you do this, every device that logs in to OrderTrac will be automatically redirected to the associate terminal page as shown above the next time OrderTrac is used on that device. The user must select a terminal to continue, as it will not allow that device to user OrderTrac without being associated to a terminal.

Note: Terminal associations are stored in the browser, so you only have to do this once. However, if you were to use a different browser on the same device, or if your browser is ever reset so cookies are lost, you will have to associate the device to a terminal again.

Close Terminal - End of day procedure

If a terminal has a cash drawer, you may want to enforce a close terminal procedure where at the end of the day, the user can close a terminal by removing the amount of cash that was added to the cash drawer for the day to reset the cash drawer to the starting balance in prep for the next day.

First, click your name on the top right and click Close Terminal.

By default, the data displayed will be for the current date. This means it will display the total amount of cash accepted at this terminal as well as total payments received of other payment types at this terminal. You can update the date range field at the top to show totals for a different date range. This will effect how much cash is expected to be in the cash drawer based on the starting balance and the cash received during that date range. This will show all payments received as both sales order payments and POS register payments.

The first step will be to count the cash in the drawer. There is an optional calculator on the left side of the screen that allows you to enter the count of every bill and coin denomination to count the total automatically. This will enter the Cash Currently in Drawer field on the right automatically. Optionally you can just manually count the cash and enter the amount in this field.

Based on the starting balance of the cash drawer (as specified in the terminal settings), as well as the amount of cash received for the day, the amount of cash in the drawer should match the expected cash value (starting balance + cash received). If they do not match, the variance will be displayed in red. The Deposit Amount in yellow at the bottom will display how much cash should be pulled from the cash drawer in order to reach the target starting cash balance.

You can print this page as part of the terminal close process to record how much cash was pulled from the drawer. Usually this printed document would be deposited with the cash into the safe to record which terminal the cash came from and by which user as an audit trail.