Axional POS is a point of sale terminal. The application is designed for mobile devices and equipped with high-resolution screens and high-performance computing capacity, breaking the mold of a traditional, heavy cash register.

1 General Vision

Axional POS is designed to offer a complete system of point of sale control and management.

This design philosophy ensures that the application can cover all current store needs and capture customer orders, integrated with the rest of the Axional system.

For example, Axional's promotional management features are noteworthy due to the automatic creation of individual offers. This is possible by combining analysis of defined business rules and customer habits.

The tool offers a group of configurable settings, allowing catalogs of products and services to be organized according to various processes.

This model is based on the organizational definition of people, points of sale, responsibilities, and customer and product details. The model organizes processes, paying particular attention to the activities and operations of app users who directly interact with customers (front office users). The tool also allows users to perform centralized followup on the progress of any store or sales team, at any time.

This design is simplified by relying on available people assigned to Axional Mobile information. With or without a network connection, these individuals can interact with end users (front office), keep other users in the company informed, and stay up-to-date on the progress of all stores and sales teams.

In addition, the POS terminal can present graphing and data representation tools, or OLAP summaries which describe the centralized evolution of sales at any moment in time. New promotions can be adjusted and initiated according to the strategy of a specific group, department, or the company as a whole.

2 Function Summary

The implementation of these solutions is based on the combination of flexible configuration, suiting the POS's needs, with control and management from the central system.

2.1 Application

Axional POS is intended for organizations with their own stores, as in the case of franchise holders. It supports individual management of each franchise or shared data between franchises (with a consolidated overall view in real time).

The use of a mobile device or tablet as a point of sale is especially valuable in areas where customer relationships require a higher degree of interaction (clothing stores, jewelers, opticians, perfume houses, workshops, electricians, pharmacies, etc).

2.1.1 Interface

The sales interface includes the following features:

  • Perform traditional sales operations using a scanner, or print receipts on network-connected printers.

  • Select items using tree families, product search functions, or the "search by characteristic" feature.

  • Provide customers with catalog features, such as galleries of high-definition images, video, and even product visualization with 360-degree rotation.

  • Consult the central inventory, reserves, or check delivery status.

  • Process payments, accept on-screen signatures, and send receipts by email. PDF417 transaction codes can also be generated to later collect materials or make payments to central collections.

Sales Mode

Axional POS provides a flexible sales interface based on three layout configurations adapted to the product type and family categorization.

Each one of these configuations can be used in a mobile device of any size.

  • FamilyCart: Two-level item gallery with an integrated cart.

    • For every item family, a vertical moving scroll bar is used to list all items. Items are sequentially grouped by the next level of categorization. Users can switch between product families using a lower family bar.

    • When an item is selected, an image is shown along with a detailed description.

    • A plus button is used to increase the selected quantity according to a multipliable factor.

  • FamilyTree: A navigable tree with multiple programmable family levels.

    • Based on a hierarchically-structured tree family, users can navigate to a deeper level to find their desired category (searching by item size and color at the same time).

    • Items are presented in a mosaic, showing their images, descriptions and prices.

  • Barcode: Rapid data input through the use of a barcode reader.

    • Direct item selection through the reference code, i.e. EAN, DUN 14, etc.

    • Barcode reader integrated with the mobile device.

2.1.2 User Management

Multiple vendors are allowed per terminal, with their language adapted to their profile. This grants companies:

  • Organization of employee shifts.

  • Monitoring of attendance, absences, etc.

  • Management of employee profiles, granting special authorization to accept price modifications, etc.

2.1.3 Terminal

A touch-based interface is used in the process of locating items:

  • By category on multiple levels.

  • By product code.

  • By name or description.

  • By filter of characteristics.

  • By a camera scanner or Bluetooth.

Advance Organization of Invoices:

  • The system automatically maintains a list of bestselling items, accessed by just one click.

  • An item catalog provides the ability to visualize the associated information as an image gallery, video, image in 360 degrees, PDF, etc.

  • One or more receipts can be saved and recovered in the future.

  • Print formatting of adaptable receipts.

  • Reprinting of receipts, when needed.

  • Ability to cancel receipts, with associated auditing.

2.1.4 Promotions

Centralized management of promotions provides the ability to change business logic in real time.

  • Promotions' effectiveness and their evolution can be followed in real time.

  • Promotional rules can be instantly finetuned when needed.

  • Promotions can either be applied during transactions or delayed until the customer's next purchase.

  • Handling of promotional vouchers

The Promotions module may involve:

  • Gift of X units per each Y units of a product, family, or manufacturer.

  • Percent of discount, value of discount, or gift of promotional units.

  • Variable drawn from a sliding scale of units and prices.

  • Promotions can be configured to apply to:

    • A group of stores

    • A group of items

    • Certain days of the week

    • Certain hours of the day

2.1.5 Returns

An online validity check of returns ensures that quantities match. Moreover, the system refunds the sale price rather than the current price, taking into account any applicable discounts and/or promotions applied to the original receipt.

The system checks if returns can be accepted outside of the original point of sale (store), as well as the return's validity according to the type of sale. Refunding of monetary values is also permitted, as is issuing a voucher with an expiration date to be used in the next sale. Partial returns are possible if desired.

2.1.6 Sizes and Colors

Through Axional POS, a product code can define a set of available ranges of sizes and colors. Prices can be defined on a model-based level, allowing customization for a specific size-color combination. Also, photos can be linked with each model or color variant.

Stock level tracking takes into account models' sizes and colors. Therefore, if a particular color is out of stock, the system can propose alternatives. The app allows unique EAN code generation for each size and color combination, to allow for individual tracking.

2.1.7 Charging

The system accepts cash settlement for charges, and has a cash audit function at the end of each shift or business day. It also supports the management of sales on credit:

  • Against risk allocated to companies or recurring customers.

  • Month-end billing, or at the end of any financial period when sales on credit took place.

Sales invoices can be generated and issued from the terminal itself, as can purchase records for applicable national tax regulations. The terminal can also issue vouchers to be traded in during future sales.

2.1.8 Cash Withdrawal

Axional POS manages excess cash withdrawals and carries out the daily cash closing. Only remaining cash is counted at the end of the shift or day, and the system takes the withdrawals made during the shift into account. The system can also manage payments which can be made from the point of sale, in order to pay minor expenses. In these cases, a receipt is issued for each payment made by the company, and an accounting entry is created.

2.1.9 Accounting

The accounting process generates entries reflecting all operations processed on POS terminals. Entries are created by store and by day, allowing for custom design of their structure.

  • VAT records of POS revenue.

  • Accounting ledger of the operations of each store, by day.

  • VAT accounting for individual receipts, generating a corresponding invoice.

  • Receipts detailed by type of charge, with generation of Accounts Receivable records when required.

  • Accounting of differences between theoretical and declared amounts.

  • Record of all receipts issued.

  • Record of sales promotions; accounting control of the credit amounts on customer gift cards.

  • Treasury records for forms of payment which require settlement, such as credit cards.

2.1.10 Customers

Users can register new customers from the POS terminal, as well as performing queries about past sales to a particular customer, verifying their available credit, checking their returns balance, etc. Customer complaint management is also accessible from the terminal.

2.1.11 Agenda

Each POS user has an activity agenda which can be scheduled from the central system. Activities may consist of simple notifications (calling a customer, for example) or require data entry procedures (performing inventory).

Activities may contain templates specifically adjusted to an organization's needs. These templates may contain alphanumeric data, or even captured photos or videos (for example, when photographing a defect in a received product). Additionally, an activity can be used to make orders, e.g. commanding a stock count operation.

Users can initiate their activities before tackling special or unforeseen events; a reminder service is also available to alert users to pending tasks. Similarly, the central system tracks the execution of immediately-completed activities.

2.1.12 Store Restocking

The system allows users to generate requests for store restocking, performed automatically via client-defined business rules. Stock breakage is managed in real time (based on the sales generated by the terminal), once breakage related to a specific item has been detected.

Supplying the store is generally handled with these rules:

  • Items sold by the end of the day are restocked with the same number of items.

  • Items have a safety stock level, and should not dip below it. This safety level is configurable for groups of stores and product families, or on a more detailed level (by store or by item).

2.1.13 Back Office Operations

Typical Back Office operations in the Axional POS system include:

  • Incoming/Outgoing Movements:

    • Receipt of merchandise following a purchase order.

    • Receipt of goods following an order from another store, or a company warehouse.

    • Returns to providers or to the central warehouse.

    • Shipments to other offices.

  • Internal Movements:

    • Rolling inventory.

    • Deletions for breakage.

    • Use of own products by employees.

2.1.14 Special Functions

The ability to fully manage special operations increases the POS terminal's power. The most noteworthy include:

  • Centrally-controlled management of refunds (of items or monetary amounts).

  • Organization of item exchanges.

    • Accounting of amounts delivered on account.

    • Item reservation.

    • Sales completed on previous days.

    • Checking reserved stock.

  • Item creation or repair/mending (jewelry, fashion):
    • Receipt of products to be repaired/mended.

    • Organization of shipment to headquarters or workshop.

    • Control of goods received from external workshops or warehouses.

    • Notification of repair/mending price.

    • Shipment from the warehouse or workshop to the store.

    • Receipt of item in store.

    • Automatic email or SMS notification by email to customer.

    • Delivery and payment collection.

  • Operations not connected to sales:

    • Opening till at start of shift/day, payment of expenses, and other special operations.

    • Withdrawal of excess change in the till.

  • Registering and managing customers with loyalty cards. Generating named or generic cards.

  • Supervision of home deliveries, cash on delivery, and process flow.

  • Payment management of invoices sent by the central system (monthly sales made to industrial clients or clients on credit). Performed in the billing terminal.

2.1.15 Interaction with Existing Devices

Axional POS allows for the natural operation of Bluetooth scanners and WiFi printers under the LPD protocol.

For operations involving a cash till, a printer series, or a scanning device, Axional POS can dialog with a module hosted inside the computer which manages the hardware and serves as a gateway for commands sent over mobile.

Following this system, a simple smartphone or tablet can carry out sales operations, arrange the opening and closing of cash tills using only a wireless connection, and protect pre-existing hardware.

2.1.16 Data Analysis

Sales integration allows the data warehouse to update automatically. It makes multiple management reports available to users, such as:

  • Sales by store, section, family, item, etc.

  • Sales margins by family, section, type of operation, etc.

  • Comparative analysis with other time periods.

  • Sales statistics by timeslot.

  • Productivity figures by user.

  • Tracking of cash operations.

  • Tracking of payments in account.

2.1.17 Information Synchronization

As mentioned previously, the information synchronization process between the main systems and the mobile devices is two-way. This fact guarantees that all parts of the company have their information fully updated.

The system is designed to work online or offline. The moment that a network connection is established after working offline, an exchange of information is produced.

The tool allows complete configuration of the synchronization between the main system and the mobile devices, allowing clients to control the data flow between their systems.

Our tool's noteworthy features are:

  • Ability to define which data table should be synchronized.

  • Ability to define the data upload and download processes between the main system and the mobile devices. Data update, insertion, or deletion operations can all be defined according to specific conditions.

  • Ability to schedule synchronization processes.

All of these options are applicable to an individual user or a group of users.

Three main mechanisms are involved in the process as a whole:

  • Download Settings: Checking the structures, parameters, and transfer of the settings which the mobile device will use.

  • Upload: Transferring new information or updating existing information, from the mobile device database to the main server.

  • Download: Transferring new information or updating existing information, from the main server database to the mobile device.

These mechanisms can be combined according to a specific configuration, thus achieving desired system behavior.