XII. POS Device Administrative Functions

Add Clerk

Purpose

Allows the retailer to add a new clerk, with the clerk’s own password, to the online EBT host system’s list of POS device users.

NOTE: When adding Clerk IDs and Passwords the retailer must choose whether the Clerk ID being added will be a Supervisor or Regular. Supervisor IDs are allowed to perform all “Retailer Administrative Options.” Regular IDs are restricted in the “Retailer Administrative Options” they may perform.

Transaction Steps

1. Select Retailer Options, then page down to Clerk Maintenance from main screen.
2. POS device displays the currently logged on Clerk ID, if any.
3. Select Add Clerk.
4. Device prompts for Supervisor ID and password before continuing (4-8 characters).
5. Device prompts for clerk type, Regular or Supervisor.
6. Device prompts for new Clerk ID.
7. Enter new Clerk ID.
8. Device prompts for new Clerk’s password (4-8 characters).
9. Enter new Clerk password.
10. Device prompts for Password to be re-entered for verification.
11. Re-enter password if password does not match, then device returns to step 8 and prompts for password again.
12. Device sends Add Clerk request to the EBT host system.
13. Device prints receipt indicating result of Add Clerk request.

Delete Clerk

Purpose

Allows the retailer to delete a clerk and password from the online EBT host system’s list of terminal users.

Transaction Steps

1. Select Retailer Options, then page down to Clerk Maintenance from main screen.
2. Device displays the currently logged on Clerk ID, if any.
3. Select Delete Clerk.
4. Device prompts for Supervisor ID and Password before continuing.
5. Device prompts for Clerk ID to delete.
6. Device asks are you sure yes/no.
7. Device sends Delete Clerk request to the EBT host system.
8. A screen appears saying Delete Clerk Approved.
9. Device prints receipt indicating result of Delete Clerk request.

Change Clerk Password

Purpose

Allows the clerk to change his/her logon password at the EBT host system. A supervisor can override the password change prompts during steps 4-7 if the clerk has forgotten his/her password.

Transaction Steps

1. Select Retailer Options, then page down to Clerk Maintenance from main screen.
2. Device will display the currently logged on Clerk ID, if any.
3. Clerk selects Change Password.
4. Device prompts for Clerk ID for password change. You also have the option to leave the field blank for the current clerk.
5. Enter Clerk ID. The system prompts for a Supervisor ID and password if a supervisor is not logged in.
6. Device prompts for original password (must be 4-8 characters).
7. Enter old password. You may also leave this field blank if it is not known.
8. Device prompts for Supervisor ID and password before continuing.
9. Device prompts for new password (4-8 characters).
10. Enter new password.
11. Device prompts for new password to be re-entered for verification. If new password does not match, then Device returns to step 8 and prompts for new password again.
12. Device sends Change Clerk Password request to host system.
13. Device prints receipt indicating result of Change Clerk Password request.
14. If the change fails, the POS device will print a receipt with the result “Denied – E1” reason “invalid User ID/Pwd.”

Settle/Clear Voucher Transaction

Purpose

Allows the retailer to settle/clear manual voucher transactions once the POS device/system is working again. Manual voucher settlement moves the funds from the EBT cardholder account to the retailer account. Manual vouchers can only be used for SNAP benefit transactions.

Transaction Steps

1. Select Retailer Options, then Voucher Clear from main screen.
2. Select Food Stamp.
3. Device prompts for customer’s card number.
4. Enter customer card number.
5. Device prompts for Voucher Number.
6. Enter Voucher Number.
7. Device prompts for V*oucher Authorization Number.*
8. Enter Voucher Authorization Number.
9. Device prompts for whether this is a Purchase or Return voucher.
10. Select Purchase or Return.
11. If Return, device prompts for a Supervisor ID and password.
12. Device prompts for Purchase Amount.
13. Enter Purchase Amount.
14. Device sends Voucher Transaction Settlement transaction to EBT host system.
15. Device prints receipt containing result of voucher settlement transaction.

Clerk Totals Report

Purpose

Allows the retailer to print daily debits/credits for all SNAP and cash transactions totaled for a particular clerk. This report requires a Supervisor ID and password.

Transaction Steps

1. Select Retailer Options, then Reports from main screen.
2. Device verifies all Retailer Receipt Copie*s have been printed first and resets automatically before continuing. If not, the POS device displays an error and returns to the *Retailer Options menu.
3. Select Clerk Totals.
4. Device prompts for Supervisor ID and Password.
5. Enter Supervisor ID and Password.
6. Device prompts for Clerk ID.
7. Enter Clerk ID.
8. Device prompts for Settlement Date.
9. Enter Settlement Date.
10. Device sends Clerk Totals Report request to the EBT host system.
11. Device prints receipt containing report data or error result from the EBT host system.

Terminal Totals Report

Purpose

Allows the retailer to print daily debits/credits for all SNAP and cash transactions accumulated at a particular POS device. This report requires a Supervisor ID and password.

Transaction Steps

1. Select Retailer Options, then Reports from main screen.
2. Select T*erminal Totals.*
3. Device prompts for Supervisor ID and Password.
4. Enter Supervisor ID and Password.
5. Device verifies all Retailer Receipt Copies have been printed first and reset before continuing. If not, the POS device displays an error and returns to the Retailer Options menu.
6. Device prompts for Terminal ID.
7. Enter Terminal ID.
8. Device prompts for Settlement Date.
9. Enter Settlement Date.
10. POS device sends Terminal Totals Report request to the EBT host system.
11. Device prints receipt containing report data or error result from the EBT host system.

Retailer Totals Report

Purpose

Allows the retailer to print daily debit/credits for SNAP and cash transactions. This report requires Supervisor ID and password.

Transaction Steps

1. Select Retailer Options, then Reports from main screen.
2. POS device verifies all Retailer Receipt Copies have been printed first and reset before continuing. If not, the POS device displays an error and returns to the Retailer Options menu.
3. Select Retailer Totals.
4. Device prompts for Supervisor ID and Password.
5. Enter S*upervisor ID* and P*assword.*
6. Device prompts for Settlement Date.
7. Enter Settlement Date.
8. Device sends Retailer Totals Report request to the EBT host system.
9. Device prints receipt containing report data or error result from the EBT host system.

Shift Totals Report

Purpose

Allows the retailer to print accumulated shift totals since shift totals were last reset. Shift totals allow the retailer a way to keep running totals from a particular point in time. This is especially useful for tracking summary totals for multiple clerks using the same POS device throughout the day. Shift totals are stored locally on each POS device. This report requires a Supervisor ID and password.

Transaction Steps

1. Select Retailer Options, then Shift Totals from main screen.
2. Select Print.
3. Device prints receipt containing current shift totals and last date/time totals were reset.

Reset Shift Totals

Purpose

Allows the retailer to reset accumulated shift totals. Shift totals allow the retailer a way to keep running totals from a particular point in time. This is especially useful for tracking summary totals for multiple clerks using the same POS device throughout the day. Shift totals are stored locally on each POS device. You must be logged in as a Supervisor for this function.

Transaction Steps

1. Select Retailer Options, then Shift Totals from main screen.
2. Select Reset.
3. If current clerk is not a Supervisor, then the terminal displays an error message and returns to the Shift Total menu.
4. Terminal prints receipt containing current shift totals and last date/time totals were reset, then resets shift totals

Void Last Transaction

See separate procedures in the EBT-Only Device Transactions section.

Reprint Last Receipt

Purpose

Allows the clerk to reprint the most recent receipt the POS device printed (or attempted to print).

Transaction Steps

1. Select Retailer Options, then Reprint Last Receipt from main screen.
2. Device reprints last receipt printed.

Set/Reset Training Mode

Purpose

Allows the retailer to enable/disable a local simulation mode at the terminal. Used for training or testing purposes to demonstrate POS functionality without sending transactions to the “live” EBT host system.

NOTE: Be sure the training mode is disabled before completing actual transactions. Any transactions performed with the training mode turned on are not processed, completed, or submitted. No data is saved from the training mode and the retailer will not be paid for transactions performed in training mode.

Transaction Steps

1. Select Retailer Options, then page down to Terminal Config from main screen.
2. Page down to next menu and Select Training Mode.
3. Device displays current status of Training Mode (on or off) and prompts for confirmation to change the mode. Select Yes.
4. The device prompts for Installer/Setup password before changing the Training Mode.
5. Device changes the state of the Training Mode and prints a receipt showing the mode change.
6. If disabling Training Mode, then the device returns to the exact configuration state it was in before entering Training Mode.
7. If enabling Training Mode, then the current device configuration is saved for later restoration. The POS device continues operation in Training Mode using the current configuration, simulating communication to the EBT host system and generating simulated responses.

Print and Reset Retailer Receipt Copies

Purpose

Allows the retailer to configure how and when the POS device prints the retailer copy of receipts. Normally, every time the retailer processes a transaction, the cardholder copy must be printed first, torn off, and followed by the retailer copy being printed next. Because of this, the retailer ends up with many small receipts that can easily be lost. By configuring the device, the device will save retailer receipt copies to be printed on one continuous piece of receipt tape at a later time.

Transaction Steps

1. Clerk selects Retailer Options, then page down to Ret Receipt Copies from main screen.
2. Clerk selects Set Print Mode.
3. Device displays current print mode, either Print Immediately or Save & Print Later. Clerk selects Print Mode.
4. If clerk selects Print Immediately when the POS device was in Save and Print Later mode and one or more retailer copy receipts have already been store*d in the POS device, an error message is displayed. The clerk must first print and reset the retailer receipt copies before switching the mode, followed by returning to the *Ret Receipt Copies menu.
5. Device displays verification that the mode was switched.

NOTE: If the terminal is set in Save & Print Later mode, the retailer must set the terminal to print the stored receipts at some point in the future. If the stored receipts are not routinely printed, the terminal will continue to store receipts until the memory is full. When the terminal’s memory is depleted, the terminal will not be able to operate until the receipts are printed.

Print and Reset Receipt Copies

Purpose

Allows the retailer to print out saved retailer copies of receipts and free up memory in the device by deleting the saved copies.

Transaction Steps

1. Clerk selects Retailer Options, then page down to Ret Receipt Copies from main screen.
2. Clerk selects Print and Reset.
3. Device displays statistics about how many copies are currently stored, if any.
4. Device prompts for Confirmation before printing receipts.
5. Device prints retailer receipt copies.
   

a If no problem is detected during printing, the device prompts the clerk
to reset. This deletes the retailer copies from memory.
b If a problem is detected during printing (out of paper), the device
prompts to reprint all copies again or restart printing from the receipt
where it detected it had a problem. If all are printed successfully, the
device prompts the clerk to *reset. *This deletes the retailer copies
from memory.

Print Terminal Configuration

Purpose

Allows the retailer to print all device configuration information for verification and troubleshooting purposes.

Transaction Steps

1. Select Retailer Options, then page down to Terminal Config from main screen.
2. Select Print Config.
3. Device prints current terminal configuration information containing:
   

a. Training mode setting, indicated by a TRAINING MODE banner at
the top and bottom of the receipt if enabled.
b. Information input during installation.
c. Information received back from the EBT host during Install (including
retailer address).
d. Program version, auto-download time, last download date/time and
whether or not a download is required.
e. Retailer Receipt Copies Mode setting.
f. Privilege control settings received back after activation.

Communication Test

Purpose

Allows the retailer to verify communications with the online EBT host system.

Transaction Steps

1. Clerk selects Retailer Options, then page down to *Terminal Config*from main screen.
2. Clerk selects Communication Test.
3. Device sends test transaction to host system.
4. Device prints receipt showing results of Communication Test.

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