SAP Customer Checkout (SCC) is a comprehensive point of sale system for small and medium enterprises, which provides out of the box integration with SAP Business ByDesign (ByD), ByD acts as cloud ERP backend for a point of sales (PoS) system.

For this purpose ByD provides the prepackaged integration scenario “Point-of-Sale Transactions Integration” and “E-commerce Web Shop Transactions Integration“ to connect the PoS system with ByD using web services. for details refer to blog  Configure SAP ByDesign Point-of-Sales Interface

This blog post provides details about how to configure and run integrated end to end PoS scenario between SAP Customer Checkout and SAP Business ByDesign.

Overview of Point-of-Sales integration with ByD.

Integration of SAP Customer Checkout Point-of-Sales with SAP ByDesign demo video attached below which provides overview of PoS integration, detailed demo videos along with functional scenarios is in the Sample Demo videos section which is at the end of the blog.

SAP Business ByDesign Point of Sales Configuration

The Point-of-Sale enables you to process sales transactions, cash transactions and summary transactions from an external PoS system. A point-of-sale transaction is typically a business transaction that is performed at the point of sale, and subsequently entered in an external (remote) system before being transferred at a point later in time to the SAP Business ByDesign system. For more information, refer to Point-of-Sale Transactions in ByDesign Help Center.

To enable ByD PoS to integrate with 3rd party PoS application, I followed the steps that have to be executed to prepare ByDesign system.

 

Step 1 to Step 5 will explain how to configure PoS interface in ByD and make interface ready to be consumed from outside ByD application, for details refer to blog  How to Configure SAP ByDesign Point-of-Sales Interface

Create new Petty Cash(s)

You can create and monitor petty cash for your company and also record cash receipts and cash disbursements made to and from your petty cash. Cash can be transferred between petty cash locations, or from and to bank accounts. You can create any number of petty cash funds for your company and view in the cash journal, in which the cash receipts and cash disbursements are recorded, the entire transaction history for a specific petty cash fund. For more information, refer to Petty Cash Quick Guide (Payment Management) in ByDesign Help Center.

The cash payments of Point-of-Sales Transactions have to be posted onto a petty cash. I followed the steps to create a petty cash in ByD:

1. Log into Business ByDesign system
2. Go to WorkCenter “Payment Management” and View “Petty Cash”
3. In the OWL select “New” to create a new Petty Cash
4. Enter the required information and press “Save and Close”

Create Clearing House and Clearing House Account (OPT.)

If Credit card payments are supported, then the relevant Point-of-Sales Transactions have to be posted onto a Clearing House Account. Therefore Payment Methods for Credit Card payments have to be scoped and a Clearing House and Clearing House Account has to be created.

You must create a new clearing house (that is, acquirer) record and new clearing house account entry before you can accept credit card payments and complete your technical connectivity settings for your payment processing service provider. You must first create a new clearing house master data entry. Subsequently, you must create a new clearing house account.  For more information, refer to Configuration: Clearing House Master Data for Credit Card Payments in ByDesign Help Center.

To do that the following steps have to be executed:

1. Log into Business ByDesign system
2. Go to Work Center “Business Configuration” and View “Implementation Project”
3. Select the Implementation Project and click on “Edit Project Scope”
4. Go to Step 4 “Question”, “Cash Flow Management-> Payment and Liquidity Management-> Payment Methods”
5. Answer the question “Do you accept customer payment using credit cards?” below “Incoming Payments” with yes
6. Go through the guided procedure and “Finish” scoping
7. If needed, create additional Credit Card Types in Fine Tuning.
8. Go to Work Centre “Liquidity Management” and View “Clearing Houses”. Create a new Clearing House
9. Enter all relevant data, “Save” and “Close”
10. Go to Work Centre “Liquidity Management” and View “Clearing House Accounts”. Create a new Clearing House Account
11. Enter all relevant Data, especially Clearing House ID, Merchant ID, House Bank Account ID and Account ID
12. Further enter all supported Credit Card Types
13. Set it to active, save and close it

 

 

Create Dummy Customer (OPT.)

In PoS transactions often the customer is not known, it is proposed to create a dummy customer which is used in sales transactions. Create such a customer in the same way as a normal customer. WorkCenter Business Partner Data-> View Accounts-> New-> Private Account.

Create Dummy Credit Cards (OPT.)

In ByDesign Creditcard payments are only supported when a Customer is available. The credit cards can be assigned to the dummy business partner. Therefore go to WorkCenter Business Partner Data-> View Accounts-> Edit the dummy business partner-> Tab Financial Data-> Assign Credit Cards.

Create a Project for Cost and Revenue monitoring (OPT.)

In ByDesign PoS use case the project information is maintained, when it is required to track the cost and revenue of Point-of-Sales Transactions, The followings steps describe how to create a corresponding project:

1. Go to Work Center “Project Management” and View “Projects”
2. Create a new Project
3. A guided procedure for creating a project will open
   1. In step 1 enter as Project Type “Multi Customer project”
   2. In step 3 enter all other required data and set the status to “Released”
4. Save and confirm the project

 

Maintain account determination group for PoS Transactions(OPT.)

An account determination configuration contains all the settings for determining the G/L accounts for automatically generated postings. For more information, refer to Setting Up an Account Determination Profile in ByDesign Help Center.

To maintain this configuration, the following steps have to be executed:

1. Log into Business ByDesign system
2. Go to Work Center “Business Configuration” and View “Implementation Project”
3. Select the Implementation Project and click on “Open Activity List”
4. Go to Step 2 “Fine-Tune”
5. In the activity list open the activity “Charts of Accounts, Financial Reporting Structures, Account Determination” in the activity group “Financial and Management Accounting”
6. In the “Charts of Accounts, Financial Reporting Structures, Account Determination” open the Account Determination “Sales”
7. Add in the tabs “Revenues” and “Sales Discount” a row with an empty field for “Account Determination Group for Customers” and “Account Determination Group for Materials”. For the remaining columns enter the according account IDs

 

Create PoS Price Lists

The Customer Checkout application uses the price list as basis to synchronize materials and prices. So if you want special prices for sales shops, you have to create a price list, maintain there the relevant products and prices.

refer to Create a List Price in ByDesign Help Center.

Note: Currently only one price list is supported in SCC PoS system in context of ByD integration.

Note down relevant IDs

Note down the following IDs as they have to be configured in the Customer Checkout application:

• Company ID
• Project ID
• Petty Cash ID
• Master Petty Cash ID
• Sales Unit ID and Distribution Channel
• Site ID
  • Note: inventory can be increased for a given product in Work Center “Physical Inventory”, “New Inventory Adjustment”
• Price List ID
• Clearing House Account ID
• ID of Dummy Customer
• Inventory Managed Location ID
• Logistic Area ID
• ID of Dummy Credit Cards

 

SAP Customer Checkout Point of Sales Configuration

SAP Customer Checkout (SCC) is a on-premise PoS solution which needs to be installed in the local system. following is the steps to be performed before you could start with configuration of SCC.

• Install SAP Customer Checkout , for further details please check the SCC documentation

After you successfully started Customer Checkout you have to configure it in the Work Center Settings.

 

POS System

In the view POS System you have to enter the following data:

In the General section you can store general information. Click on EDIT to start the changes .

Same is applicable for other sections Tax, Sales Screen, Master Data, Sequence Numbers of “POS System”

Name:                            Name of the Cash Desk

Description:                   Description of the Cash Desk

Location:                        Location of the Cash Desk

Company Name:            Name of the company (is printed onto the receipt)

Tax Authority Name:      Name of the relevant tax authority (is printed onto the receipt)

Tax Number:                 Local tax number (is printed onto the receipt)

VAT Number:                 VAT Number details (is printed onto the receipt)

Use Voucher Module:     If this checkbox is active, it means that you are using the ByDesign Add On for central gift certification management.

Voucher Material ID:      This ID is used when you want to sell vouchers in a sales receipt. You just have to enter the id into the Material Field and the voucher is determined.

Voucher GL Alias Code: When the amount of a voucher is posted to ByD, then this GL-Alias Code is used

Cashbalancing GL Alias Code:   When Cash Balancing is created and posted to ByD, then this GL-Alias Code is used.

When ‘Cashbalancing GL Alias Code’ is maintained as blank (empty), then Cash

Balancing is not supported. It’s not created in Customer Checkout nor posted to ByDesign.

Currency:                       Leading Currency of the Cash Desk, currently this should only be Euro

 

 

 

Section Address

In this section you can enter the corresponding address information that shall be printed onto the receipt.

Section ByDesign Configurations

Company ID:                           ByDesign Company ID

Project ID:                               ByDesign Project ID (Optional)

Cash Storage ID:                     ByDesign Petty Cash ID

Sales Unit ID:                          ByDesign Sales Unit ID

Inventory Location ID:             ByDesign Inventory Managed LocationID

Distribution Channel Code:      ByDesign Distribution Channel

Price List ID:                            ByDesign Price List ID

Clearing House Account ID:     ByDesign Clearing House Account ID  (Optional)

Dummy Business Partner ID:   Dummy Business Partner ID for credit card payments (Optional)

Gross Price from ByDesign:     If this flag is set the prices in the pricelist are interpreted as gross price

Site ID:                                    ByDesign Site ID

Logistics Area ID:                    ByDesign Logistic Area ID

Retoure Logistics Area ID:        ByDesign Logistic Area ID for returns (optional)

Tax Char Code List ID:             ByDesign Tax Characteristics code list id. Maintain ‘DE’ for Germany.

 

Financials

In the view Financials you have following sections:

CREDIT CARD TYPE, TAX RATES, SPECIAL SALES ITEM ACCOUNTS, PAYMENT TERMS, PETTY CASH, FINANCIAL TRANSACTION TYPES Click on EDIT to start the changes .

 

In the view CREDIT CARD TYPE  you have to enter the following data:

If you use credit card payments you have here to maintain dummy credit cards for every Credit Card Type. These dummy credit cards have to exist in the Business By Design system.

 

In the view Tax Rates you have to enter the following data:

Here you can adapt the tax rates

Note : In the view GL Alias Code you can enter the Group IDs of the Account Determination Groups of the General Ledger, for which the flag “Available in Customer Invoice” is set. Further posting on a project is only allowed for group ids out of the section “Other Income”

 

Sales

In the view Sales you have following sections:

PRICE LISTS,  Click on EDIT to start the changes .

Note: currently only one price list of Business ByDesign can be synchronised with Customer Checkout , it means customer has to have all product prices as part of one master price list in ByD. Mark the price list as Default and Active price list.

 

Currency

In the view Currency you have following sections:

CURRENCY,  Click on EDIT to start the changes .

Maintain all supported currencies in the currency section and make sure Payment supported is set to ON.

In case of multiple currencies please maintain Exchange Rates.

 

Technical

In the view Technical you have following sections:

POS SYSTEM SETTINGS,  Click on EDIT to start the changes

 

Note: maintain correct proxy settings in sub section “Network” , in case if master data synchronization fails with connection error . then please cross check the proxy settings of your local system settings with Network settings as shown below.

 

Integration

In the view Integration -> SAP BUSINESS BYDESIGN SETTINGS you have following sections General, ECM endpoint and POS endpoint :

 

In the General section you could enter the following:

Company ID:                             This is the default company in ByDesign System

Project ID:                                Optional field , filled in case if user wants to track POS transactions by Project

Sales unit ID:                            This is the default Sales Unit in ByDesign System

Inventory location ID:                This is the default Inventory Location in ByDesign System

Distribution channel code:         This is the default Distribution Channel in ByDesign System

Discount price list ID:

Clearing house account ID:       This is the default House Account ID in ByDesign System

Account Determination Debtor Group Code: This is the default ACDG code in ByDesign System

Dummy business partner ID:     This is the default Business Partner ID used in ByDesign System

Site ID:                                     This is the default Site ID in ByDesign System

ERP party internal ID:               This is the default party ID used for POS message to ByDesign System

Read customer service package size: in case of high volume data synchronization, this is the package size

Read material service package size: in case of high volume data synchronization, this is the package size

Read voucher service package size: in case of high volume data synchronization, this is the package size

 

 

In the ECM (E-commerce) section you could enter the following:

Host:                                             URL of ByDesign System

Port:                                              optional , since URL has the details

Connection timeout (in seconds): Used in case of data synchronization from ByD to Customer Checkout

User name:                 user ID maintained in Communication arrangement of E-commerce in ByD

 

Password:                   Password maintained in Communication arrangement of E-Commerce in ByD

 

In the POS endpoint section you could enter the following:

Host:                                                    URL of ByDesign System

Port:                                                     optional , since URL has the details

Connection timeout (in seconds):       Used in case of data synchronization from ByD to SCC

User name:                             user ID maintained in Communication arrangement of POS  in ByD

Password:                                Password maintained in Communication arrangement of POS in ByD

 

 

Any other configuration should not be necessary here!

 

In the view User Configuration you can create users for the Customer Checkout Application. These Users are independent of the Business ByDesign user.

 

In the view Ex-/Import you can export the configuration of the Customer Checkout application. You can import then import the configuration into any other Customer Checkout installation and it is not necessary to do the entries manually. But be careful the entries of the views ByDesign POS Properties and Integration are not included in the file, as for these entries the property files “bydpos.properties” and “integ.properties” exist in the configuration folder of the Customer Checkout Applicaton.

 

Synchronization

As part of Master data synchronization user will check in the Workcenter Settings, View Data Synchronization you can start/schedule the synchronization of Customers, Materials with Prices, Vouchers and Discounts.

For Customers it is first checked if there are any customers in the SCC Application that have not yet been sent to ByDesign because they were created in offline mode. If yes then they are sent to the ByDesign System, after that the Customers are synchronized from ByDesign into the SCC Application.

Once synchronization completes the job log can be seen in Synchronization logging section.

Note: In case if you are not using Chrome browser then clicking on OK button, then the popup will not close and data synchronization will not start.

 

For Materials, all Materials and Prices that are maintained in the specified price list are synchronized from ByDesign into the SCC Application.

Note: Only materials / Articles which are part of price list are synchronized from ByD to Customer Checkout.

 

For Receipts only the receipts that have been created inside the SCC Application and were not posted immediately to ByDesign will by synchronized into the ByDesign System.

For Vouchers the same logic as for Customers is used. First a synchronization from the SCC Application towards ByDesign takes place and afterwards vouchers that have been created by another SCC Application are synchronized from ByDesign into the application.

For Discounts, all Discounts that are maintained in the specified discount lists are synchronized from ByDesign into the SCC Application.

Note: in case synchronization fails with connection error, then please make sure you have set correct Proxy settings in section Settings -> Technical -> POS System Settings -> Network

 

Post PoS Transactions in SCC check in ByD

Create CASH-IN Transaction

In Customer Checkout cashier / Sales representative starts the day with initial amount in cash desk, if required cashier will transfer some amount initially from bank account or master cash desk, before starting the sales transactions.

To do so cashier could create Cash-In Transaction in Customer Checkout. Relevant cash transaction is created in SCC and posted to ByD.

Steps:

• Click on CASH-IN
• Enter the amount to be cashed-in
• Click on OK
• note down the cash-in transaction ID

Check CASH-IN Transaction Business ByDesign

Once Cash-In transaction is posted in SCC , PoS transactions can be viewed in ByD by navigating to  Point-of-Sale Transactions view from the Customer Invoicing work center.

Steps:

• Login to ByD
• Navigate to Customer Invoicing work center -> Point of Sales work center view
• Click on Cash Transaction sub view
• Search with ID of cash transaction created in SCC
• Click on EDIT button and Click on View ALL
• Click on Document Flow tab
• Check the General Ledger Postings are successfully completed

 

 

Create Sales Transaction

Customer walks into store and selects the product from the store and walks to the cash desk, cashier will sell the articles to customer by creating Sales Transaction in Customer Checkout. And relevant sales transaction is created in SCC and posted to ByD.

Steps to follow to post Sales Transaction in Customer Checkout

• Click on SALES

• Select Customer

 

Note:  selection of customer is optional , in-case if the customer is not selected , then the default customer is used as configured.

• Select Article / Material

 

• Finish the transaction

 

Note : User could choose to pay by Cash / Card, In case if user is paying exact cash, then  user could click on button “OK” and then click on button “Yes,post receipt“

Note: In case of Card Payment / Mixed Payment (Cash and Card) methods, then use could click on relevant payment options and enter the relevant amount and post the sales transaction.

 

• Receipt created in system

 

• Search for the Transaction

 

Note : SCC can work in offline mode and transaction can be created in SCC and once SCC is online then it will post transactions to ByD system.

Note: In case if the Transmitted indicator is set , it means the PoS transaction is posted in ByD

 

Check Sales Transactions in Business ByDesign

Once Sales transaction is posted in SCC , PoS transactions can be viewed in ByD by navigating to  Point-of-Sale Transactions view from the Customer Invoicing work center.

Steps:

• Login to ByD
• Navigate to Customer Invoicing work center -> Point of Sales work center view
• Click on Sales Transaction sub view
• Search with ID of cash transaction create in SCC
• Click on EDIT button and Click on View ALL
• Click on Document Flow tab
• Check the General Ledger Postings are successfully completed

Point-of-Sale Transaction Processing can be done by following one of the below step:

• If the sales transaction data is inconsistent, the sales transaction is not automatically released, and manual correction of the data is required before releasing to Financial Management.
• If the sales transaction data is consistent, it is automatically released to Financial Management.

 

Create Summary Transactions

In order to allow user to keep better track of the sales transactions SCC allows transaction of type Sales Summary, which will allow sales representative to summarize the sales transactions performed in a period of time ( daily , periodic, shift wise summary transaction ).

 

Sales summaries sent from SCC contain information about number of sales transactions as well as the sum of total amount of the sales transactions.

 

Steps to follow to post Sales Summaries in Customer Checkout

• Click on DAY END CLOSING

 

• Click on Next Step and Finish , in case if there are no deviations in the amount to be posted in sales summary and total amount of Sales Transactions .
• Sales representative could decide to post with deviations. In that case PoS transactions are posted into ByD with deviation.

 

Note: Deviations are differences between the number of sales transactions or total amounts described in the sales summary and the number of sales transactions actually received or the actual sum of the total amounts.

 

Check Summary Transactions in Business ByDesign

Once Summary transaction is posted in SCC , PoS transactions can be viewed in ByD by navigating to  Point-of-Sale Transactions view from the Customer Invoicing work center.

Sales summaries sent from SCC contain information about number of sales transactions as well as the sum of total amount of the sales transactions.

Steps:

• Login to ByD
• Navigate to Customer Invoicing work center -> Point of Sales work center view
• Click on Sales Summaries sub view
• Search with ID of cash transaction create in SCC
• Click on EDIT button and Click on View ALL
• Check the number of sales transaction and sum of total amount of sales transactions

 

Check PoS Transactions in ByD Analytical Reports

Report Sales Transaction Volume (Point-of-Sale)

• This report shows amounts and quantities for sales items in sales transactions with the status Released. The main purpose of the report is to evaluate revenue.
• Before running the report, you can specify the data you want to see by making value selections for variables. You must make a value selection for all mandatory variables. In the system, mandatory variables are indicated by an asterisk (*).
• Use the filters to manipulate the display of data in the content pane.
• For this report, you can add these key figures:
  • Total Gross Amount
  • Total Net Amount
  • Total Tax Amount
  • Quantity
• To further analyze data in this report, you can drag characteristics to rows and columns.
• Characteristics that indicate periods such as Calendar Year, or Calendar Year/Month, are aggregated by Document Date.

Report Sales Transaction List (Point-of-Sale)

• This report shows an overview of sales transactions and associated amounts. The main purpose is to check the consistency of the back-end system with respect to the external point-of-sale system.
• Before running the report, you can specify the data you want to see by making value selections for variables. You must make a value selection for all mandatory variables. In the system, mandatory variables are indicated by an asterisk (*).
• The total gross, total net, and total tax amounts are converted into the selected display currency. The document gross, net, tax amounts are displayed in their original currency regardless of the display currency that you select. This is to ensure that e amounts are accurately compared to the external system without any conversion or adjustment.
• From this report, you can navigate to:
  • Sales Transaction
  • Customer
  • Sales Unit
  • Site
  • Company

Create Sales Transaction with Return Item

After you posted the receipt successfully you can return it again. 

To create return sales document user has to enter negative ( -1 ) quantity in Sales Transaction, which will post return PoS transaction in Business ByDesign.

 

Sample Demo videos:

• Overview
• Cash-In
• Sales Transaction
  • Cash payment
  • Card payment method
  • Mixed payment method
  • Account Sales (Credit Sales)
• Cash-Out (Optional)
• Cashing Up (Optional)
• Return Transaction (Optional)
• Day End Closing
• Offline capability
• Check Cash Transactions in Business ByDesign
• Check Sales Transactions in Business ByDesign
• Check Summary Transactions in Business ByDesign