MA(N) POS Interface

Example, POS interface from 1 outlet. There are 3 files in the POS system
POS - Outlet A

Sales File Payment File

Business Date Trans # Sales $ Business Date Trans # Shift Cashier

17.02.2011 1 2,500 17.02.2011 1 1 101
17.02.2011 2 1,000 17.02.2011 2 2 102
17.02.2011 3 1,500 17.02.2011 3 3 103
17.02.2011 4 5,000 17.02.2011 4 3 104
Total 10,000

Data Replicated

Tender File

Business Date Trans # Shift Cashier

17.02.2011 1 1 101
17.02.2011 2 2 102
17.02.2011 3 3 103
17.02.2011 4 3 104

Sales Interface to SAP - 1 document

Document Date Dr/Cr Account Amount
17.02.2011 Debit Clearing Account - Customer: Outlet A 10,000
17.02.2011 Credit Revenue 10,000

Tender Inteface to SAP - 4 documents

Document 1
Document Date Dr/Cr Account Amount Reference
17.02.2011 Debit Cash 2,470 101-1
17.02.2011 Debit Cashiers' Diff 30 101-1
17.02.2011 Credit Clearing Account - Customer: Outlet A 2,500 101-1

Document 2
Document Date Dr/Cr Account Amount Reference
17.02.2011 Debit Voucher 1,000 102-2
17.02.2011 Credit Clearing Account - Customer: Outlet A 1,000 102-2
Document 3
Document Date Dr/Cr Account Amount Reference
17.02.2011 Debit Cash 1,500 103-3
17.02.2011 Credit Clearing Account - Customer: Outlet A 1,500 103-3

Document 4
Document Date Dr/Cr Account Amount Reference
17.02.2011 Debit Credit Card 5,010 104-3
17.02.2011 Credit Cashiers' Diff 10 104-3
17.02.2011 Credit Clearing Account - Customer: Outlet A 5,000 104-3

Note:
Posting to clearing account by document date (business date) from Sales and Tender interfaces will offset each other, wh
Business date is important for reconciliation of the collection figure from Sales and Tender interface

Points for discussion:-

(1) Whether the illustration above is correct or possible with regards to POS and the 3 files?
(2) How to ensure the business date follows the actual date, what if supervisor at the outlet did not perform day end clos
(3) What is the triggering point for Sales interface? By business date? Or actual date?
(4) If the sales value is $1,303, cashier entered the value as $1,308 while swapping the credit card. Customer signed the r
 Payment Method Payment
Cash 2,500
Voucher 1,000
Cash 1,500
Credit Card 5,000
Total 10,000

Data Replicated

Payment Method Payment Cashier Declaration Differences

Cash 2,500 2470 30
Voucher 1,000 1000 -
Cash 1,500 1500 -
Credit Card 5,000 5010 (10)
Total 10,000 9,980 20

* Note:
Document Date = Business Date

* Note:
Reference = Cashier no. + shift
Tender Interface can be in 1 document per outlet per shift, if there is a field to capture cashier no.
erfaces will offset each other, which ensure zero balance in clearing account
er interface

tlet did not perform day end close, business date in POS = 17.02.2011 even after 12am on 18.02.2011

redit card. Customer signed the receipt without noticing the error, how much would be captured in the payment file?
MA(N) POS Interface

Example, POS interface from 1 outlet with 2 POS machines. There are 3 files in the POS system
POS - Outlet: KLIA -Airport Shoppe - Total Sales from shift 1, 2 and 3

Sales File Payment File

Business Date Trans # POS Terminal ID Sales $ Business Date Trans #

17.02.2011 1 POS # 1 - 250 17.02.2011 1
17.02.2011 2 POS # 1 - 100 17.02.2011 2
17.02.2011 3 POS # 2 - 700 17.02.2011 3
17.02.2011 4 POS # 2 - 1,500 17.02.2011 4
17.02.2011 5 POS # 1 MBB 01 400 17.02.2011 5
17.02.2011 6 POS # 1 HSBC 01 600 17.02.2011 6
17.02.2011 7 POS # 1 MBB 01 1,200 17.02.2011 7
17.02.2011 8 POS # 1 HSBC 01 800 17.02.2011 8
17.02.2011 9 POS # 2 MBB 02 500 17.02.2011 9
17.02.2011 10 POS # 2 HSBC 02 300 17.02.2011 10
17.02.2011 11 POS # 2 MBB 02 800 17.02.2011 11
17.02.2011 12 POS # 2 HSBC 02 100 17.02.2011 12
17.02.2011 -
Total 7,250

Data
Replicated

Tender File

Business Date Trans #

NOTE:- 17.02.2011 1
(1) Terminal ID (with dropped down selection), 17.02.2011 2
Cashier Declaration, Differences and Batch No 17.02.2011 3
will be entered manually upon cashier
declaration. 17.02.2011 4
17.02.2011 5
(2) Rounding difference will be replicated to 17.02.2011 6
tender file, and it is not changeable 17.02.2011 7
(3) For foreign currency notes, it will be 17.02.2011 8
converted at the front end exchange rate 17.02.2011 9
17.02.2011 10
17.02.2011 11
17.02.2011 12
17.02.2011 -
Tender Interface to SAP
It has been agreed to have 1 document per outlet per day for tender interface to SAP, which summarized the cashier decla

Cashier @ Shift 1 Cashier @ Shift 2

Cashier Declaration at Cashier Declaration at
10:00am 7:00pm

Back End POS - which summarize the tender data

Interface to SAP at 3:00am??? -

SAP Field:- Posting Date Document Date GL/Customer Account

POS Field:- Business Date Business Date Payment Method
17.02.2011 17.02.2011 Clearing Account -
Customer: Outlet A
Cash
Voucher
Cash
Cash
Credit Card - Visa
Credit Card - Visa
Credit Card - Master
Credit Card - Master
Credit Card - Visa
Credit Card - Visa
Credit Card - Master
Credit Card - Master
Rounding Difference
Cashier Difference
TOTAL
Terminal ID Payment Method Payment
- Cash 250
- Voucher 100
- Cash 700
- Cash 1,499 * Foreign Currency
MBB 01 Credit Card - Visa 400
HSBC 01 Credit Card - Visa 600
MBB 01 Credit Card - Master 1,200
HSBC 01 Credit Card - Master 800
MBB 02 Credit Card - Visa 500
HSBC 02 Credit Card - Visa 300
MBB 02 Credit Card - Master 800
HSBC 02 Credit Card - Master 100
Rounding Difference 1 * Rounding difference due to foreign currency conversion
Total 7,250

Data
Replicated

Terminal ID Payment Method Payment Cashier Declaration Differences Batch No.

- Cash 250 240 10 -
- Voucher 100 100 - -
- Cash 700 730 (30)
- Cash 1,499 1499 - -
MBB 01 Credit Card - Visa 400 400 - 12345
HSBC 01 Credit Card - Visa 600 600 - 12345
MBB 01 Credit Card - Master 1,200 1200 - 12345
HSBC 01 Credit Card - Master 800 800 - 12345
MBB 02 Credit Card - Visa 500 500 - 12345
HSBC 02 Credit Card - Visa 300 300 - 12345
MBB 02 Credit Card - Master 800 800 - 12345
HSBC 02 Credit Card - Master 100 100 - 12345
Rounding Difference 1 1 - -
Total 7,250 7,270 (20)
 hich summarized the cashier declaration from 3 shifts

Cashier @ Shift 3
Cashier declaration at
12:30am

marize the tender data

Interface to SAP at 3:00am??? - To be confirmed

Amount 1 Amount 2 Amount 3 Business Area Assignment Text

Payment Cashier Declaration Differences Outlet/Plant Batch No. Terminal No.
7,250.00 - - 5002 - -
KLIA -Airport Shoppe
- 240.00 - - -
- 100.00 - - -
- 730.00 -
- 1,499.00 - - -
- 400.00 - 12345 MBB 01
- 600.00 - 12345 HSBC 01
- 1,200.00 - 12345 MBB 01
- 800.00 - 12345 HSBC 01
- 500.00 - 12345 MBB 02
- 300.00 - 12345 HSBC 02
- 800.00 - 12345 MBB 02
- 100.00 - 12345 HSBC 02
- 1.00 - - -
- - (20.00) - -
7,250.00 7,270.00 (20.00)

* Cashier Difference is the net figure per outlet per business date
 Conversion
MYR250 @ 1
-
MYR730 @ 1
USD468 @ 3.2
-
-
-
-
-
-
-
-
-
Text
Conversion
-

MYR250 @ 1
-
MYR730 @ 1
USD468 @ 3.2
-
-
-
-
-
-
-
-
-
Shortage
TENDER ACCOUNTS IN SAP
Deloitte:
Post Key GL/Customer Account Remarks Lee to confirm/advise
(1) If the remarks are correct.
01 100000 American Express (M) Sdn Bhd Credit Card (2) The different between the mult
01 100001 Diners Club (M) Sdn Bhd MBB, HSBC and CIMB credit card
01 100002 Malayan Banking Berhad accounts

01 100003 Malayan Banking Berhad

01 100004 Malayan Banking Berhad
01 100005 HSBC Bank Malaysia Berhad
01 100006 HSBC Bank Malaysia Berhad
01 100007 HSBC Bank Malaysia Berhad
01 100008 HSBC Bank Malaysia Berhad
01 100013 Malayan Banking Berhad
01 100018 CIMB
01 100019 CIMB
01 100020 CIMB
40 28000400 Cash Sales Control - Forex Cash - Forex
40 28000500 Cash Sales Control - Local Cash - Local
40 70040500 Marketing & Promotion Voucher
40/50 71090100 Cash Over/Short Cashier/ Rounding
Differences
eloitte:
e to confirm/advise
) If the remarks are correct.
) The different between the multiple
BB, HSBC and CIMB credit card
counts
MAPPING OF PLANT/OUTLET - BUSINESS AREA - COST CENTER - CUSTOMER (CLEARING) ACCOUNT

No. Plant / Outlet Business Area

1 5002 KLIA -Airport Shoppe 5010 KLIA - Main Terminal Building

2 5003 KLIA-Chocolate L3 5010 KLIA - Main Terminal Building
3 5004 KLIA-Perfumes & Cosmetics L3 5010 KLIA - Main Terminal Building
4 5005 KLIA-Perfumes & Cosmetics L5 5010 KLIA - Main Terminal Building
5 5006 KLIA-Tie Rack Level 5 5010 KLIA - Main Terminal Building
6 5007 KLIA-Warehouse MTB 5010 KLIA - Main Terminal Building
7 5015 KLIA-Warehouse SAT 5020 KLIA - Satellite Building
8 5016 KLIA-Duty Free 1-Core 5020 KLIA - Satellite Building
9 5017 KLIA-Duty Free 2-Core 5020 KLIA - Satellite Building
10 5018 KLIA-Tie Rack (Sat Building) 5020 KLIA - Satellite Building
11 5019 KLIA-Lacoste (Sat Building) 5020 KLIA - Satellite Building
12 5020 KLIA-Burberry(Sat Building) 5020 KLIA - Satellite Building
13 5021 KLIA-Multi-Brand(Sat Building) 5020 KLIA - Satellite Building
14 5022 KLIA-Kiosk (Sat Building) 5020 KLIA - Satellite Building
15 5044 Jasa Kita Warehouse 5020 KLIA - Satellite Building
16 5045 Melewar Warehouse 5020 KLIA - Satellite Building
17 5037 KK DF Emporium Arrival (T1) 5040 Kota Kinabalu Airport
18 5038 KK DF Emporium Departure (T1) 5040 Kota Kinabalu Airport
19 5039 KK DP-EMP Arrival (T1) LCCT 5040 Kota Kinabalu Airport
20 5040 KK DF-Emp Arrival (T2) LCCT 5040 Kota Kinabalu Airport
21 5041 KK Emporium Dept T2 LCCT 5040 Kota Kinabalu Airport
22 5030 Kuching-Emporium A 5050 Kuching Airport
23 5031 Kuching-Emporium B 5050 Kuching Airport
24 5032 Kuching-Emporium C 5050 Kuching Airport
25 5033 Kuching-Emporium D 5050 Kuching Airport
26 5034 Kuching-Emporium E 5050 Kuching Airport
27 5035 Kuching DF (Liquor Arrival) 5050 Kuching Airport
28 5036 Kuching DF (Liquor Departure) 5050 Kuching Airport
29 5029 Penang Emporium 5070 Penang Airport
30 5001 KLIA -Food Apron Cafeteria 5120 Food and Beverage HO
31 5000 MAN HQ 5140 MAN HO
32 5046 E-Commerce 5140 MAN HO
33 5023 LCCT-Airport Shoppe 5200 LCAT
34 5024 LCCT-Departure 5200 LCAT
35 5025 LCCT-Arrival 5200 LCAT
36 5026 Warehouse LCCT 5200 LCAT
37 5027 LCCT-Beverages & Desserts Ctr 5200 LCAT
38 5028 LCCT-Marrybrown 5200 LCAT
39 5042 Labuan Emporium 5400 Labuan Airport
40 5043 Labuan Kiosk 5400 Labuan Airport
41 5008 KLIA-MTB CP Zone A 5500 Contact Pier
42 5009 KLIA-MTB CP Zone B 5500 Contact Pier
43 5010 KLIA-MTB CP Zone C (DP) 5500 Contact Pier
44 5011 KLIA-MTB CP Zone F (DP) 5500 Contact Pier
45 5012 KLIA-MTB CP Zone F (DF) 5500 Contact Pier
46 5013 KLIA-MTB CP Zone G (DP) 5500 Contact Pier
47 5014 KLIA-MTB CP Zone G (DF) 5500 Contact Pier
 Deloitte:
NG) ACCOUNT Galih to advise
Deloitte:
Customer Account per Default Cost Center Lee to advise on the
Outlet default cost center for
each business area/plant
MAPPING OF POS FIELDS VS SAP FIELDS

No. SAP Field/Description POS Field/Description SAP Technical Field

1 Document Date Business Date BKPF-BLDAT
2 Business Area Plant BSEG-GSBER

3 Account Payment Method, Rounding Diff BSEG-SAKNR, KUNNR

4 Amount Payment BSEG-WRBTR

5 Amount Cashier Declaration BSEG-WRBTR

6 Amount Differences BSEG-WRBTR

7 Assignment Batch Number BSEG-ZUONR
8 Text Terminal Number BSEG-SGTXT
9 Text Forex Equivalent BSEG-SGTXT
Type Length (dec) Remarks
DATS 8 YYYYMMDD
CHAR 4 There will be a mapping table in SAP to convert the Plant to
Business Area and Cost Center
CHAR 10 There will be a mapping table in SAP to convert the Payment
Method to GL Account (non-Credit Card) or Customer
Account (Credit Card)

CURR 13 Amount in MYR to be posted to Clearing Account

CURR 13 Amount in MYR to be posted to repective Tender Account,
i.e., Cash, Credit Card, Voucher, rounding diff, etc.

CURR 13 Amount in MYR to be posted to Cashier Differences.

CHAR 18 -
CHAR 50 -
CHAR 50 -
Business Date Plant Payment Method Payment Cashier Declaration Differences
20110120 5100 AMEX 1,000.00 1,000.00 -
20110120 5100 CASH 850.00 800.00 50.00
20110120 5100 USD 320.00 320.00 -
20110120 5100 VCH 500.00 500.00 -
Batch Number Terminal Number Forex Equivalent
000049 1001066818500280000
MYR850 @ 1
USD100 @ 3.2
MYR500 @ 1