Sysme Pos User Manual

Getting started

Starting Sysme TPV

When Sysme TPV starts, it loads this computer’s settings and connects to its data. If no language has been selected yet, it asks you to choose one before displaying the main screen.

Sysme TPV does not allow two instances of the program to run simultaneously on the same computer. If it is already running, use the window that is open.

If Sysme TPV cannot connect to its data, it opens the configuration screen so you can check the connection. Working over a network and troubleshooting connection problems are covered in their respective chapters.

The main screen

The main screen groups functions into six areas:

• SALES (Sales).
• HOSPITALITY MODULE (Hospitality module).
• CATALOG (Catalog).
• SYSTEM (System).
• STOCK.
• REPORTS (Reports).

Selecting an area reveals its corresponding options. For example, CATALOG provides access to categories, products, price lists, promotions, sizes, colors, manufacturers, OpenCart and the visual ordering tool.

The screen also shows the selected point of sale and working warehouse. These determine where certain transactions and stock movements are recorded.

Availability of options depends on configuration

The main screen may differ between computers or users:

• If the hospitality module is disabled, its option is not shown.
• If employee identification is enabled, the employee’s permissions may disable certain functions.
• Some functions depend on the license or additional services.
• Some options only become usable after their setup is complete.

Therefore, a missing or unavailable button does not necessarily mean that something is wrong with the installation. First check the configuration, employee permissions and subscribed services.

Entering company details

Before you start selling, review the company’s identification and tax details. A new installation may contain sample details that do not belong to your business.

From the main screen, go to:

SYSTEM → COMPANY DETAILS (System → Company Details)

At a minimum, check and replace:

• Document Number: the relevant Spanish NIF, CIF or NIE number.
• Document Type (document type).
• Registered Name (or Company Name) (registered tax or company name).
• Trading Name (trading name), if different from the registered name.
• Address, Postcode, Town / City and Province or State.
• Telephone and E-Mail (telephone and email).

The form also lets you add notes and a logo for tickets and invoices. You can load the logo from an image file and remove it later.

Use a genuine JPG/JPEG or BMP file for the logo; JPG is recommended because it usually takes up less space. Manually changing the extension of a PNG or another file type to .jpg or .bmp does not convert the image and may prevent Sysme TPV from loading it correctly.

The logo is mainly printed on tickets and invoices. As receipt printers usually use 80 mm or 58 mm thermal paper, a large or heavy image is unnecessary. A simple, lightweight image with proportions suited to the header will usually print better.

Check with the Spanish Tax Agency checks whether the document number matches the registered name through the Tax Agency service. All of the following requirements must be met:

• Electronic invoicing must be enabled and configured in Sysme TPV, whether through VeriFactu, TicketBAI or another compatible system added later.
• An electronic certificate issued by Spain’s Fábrica Nacional de Moneda y Timbre (FNMT) must be configured in the program.
• The computer must be connected to the Internet.

IMPORTANT: Izenpe device certificates, often used with TicketBAI, cannot perform this check. They identify a device rather than a person or representative, and the tax-data query does not allow anonymous identification. To use Check with the Spanish Tax Agency or Verify, configure a personal or representative certificate valid for this service.

The Verify button in the customer record uses the same service and requires the same configuration.

SEE ALSO: Electronic invoicing setup and customer management.

IMPORTANT: Pay particular attention to Document Number and Registered Name (or Company Name) before activating the license. Once the license is registered, these two details are bound to it and can no longer be changed. The rest of the form—including the address, postal code, city, province, telephone, email, trading name, notes and logo—remains editable.

Opening the sales terminal for the first time

After reviewing the company details, the sales terminal needs a valid warehouse and point of sale. If either has not been configured, Sysme TPV opens the corresponding management screen before allowing access to sales.

The point of sale must also have an active opening. If it has not yet been opened, Sysme TPV displays its management screen so you can open it. If you leave that operation without opening the point of sale, the sales terminal will not start.

If a license has been activated but the tax system has not yet been chosen, Sysme TPV requests this information before entering the terminal. See Choosing the tax system on first access in this chapter.

Help, license activation and services

The main screen provides access to online help, license activation and Sysme Cloud. It also shows the installed version, which is useful when requesting technical support.

The license button appears while the program has no registered license. Pressing it opens Datos de Empresa, where activation takes place. Once the license is validated, the button disappears from the main screen.

The license is bound to the Document Number and Registered Name (or Company Name) entered in the company record. From that point on, those two details are locked, although the other company details remain editable.

Using Sysme TPV with or without a license

Sysme TPV can be used without registering a license. In this mode you can configure the program and use the sales terminal, but usage limits apply and electronic invoice generation cannot be enabled.

In the version examined here, access to the sales terminal is blocked once either of these daily limits is reached:

• 30 completed sales.
• A total of 100 units of the configured currency in tickets.

Registering a license removes these limits and enables the configuration needed to generate electronic invoices, including the tax systems supported by Sysme TPV.

A license is valid for one PC only and is bound to one company through its document number and registered name. It cannot be moved to another computer, transferred to another company or resold for use by a different company.

After license activation, if you try to enter the sales terminal before choosing an electronic invoicing system, Sysme TPV displays the corresponding setup process before allowing you to continue.

Choosing the tax system on first access

The first time you try to enter the sales terminal after activating the license, Sysme TPV asks Required to use VeriFactu? (Required to use VeriFactu?) and offers four answers. Each leads to a different process:

1. Yes, subject to VeriFactu. For businesses in Spain, outside the Basque Country, that are subject to VeriFactu. Sysme TPV opens VeriFactu setup.
2. No, sujeto a TicketBAI. For businesses in the Basque Country that are subject to TicketBAI. Sysme TPV opens TicketBAI setup.
3. No, outside Spanish territory. Sysme TPV displays a declaration that you must accept. Once confirmed, it saves this status and stops asking the question when you enter the terminal.
4. No obligado por otros motivos. You can enter a date on which to review the situation again. Sysme TPV saves the answer temporarily and asks the same question when you enter the terminal on or after that date.

IMPORTANT: Choose the answer that matches your company’s actual tax situation. The program guides the technical setup, but does not determine the business’s tax obligations by itself.

Setup and operation of these services are covered in Initial VeriFactu setup and Initial TicketBAI setup.

System configuration

System configuration brings together the settings that govern Sysme TPV’s general behavior on this computer. It also lets you configure the data connection, peripherals, email, payment systems and electronic invoicing.

Opening the configuration screen

From the main screen, go to:

SYSTEM → SETTINGS (System → Configuration)

The window contains sections for:

• general options;
• cash drawer;
• customer display and second screen;
• scales;
• proximity and barcode readers;
• email;
• payment systems;
• electronic invoicing.

Use Save Changes (Save Changes) to apply the settings. The Exit (Exit) button also saves changes before closing the window.

Cash drawer

The settings are under:

SYSTEM → SETTINGS → Cash Drawer

This tab configures automatic opening by Sysme TPV:

• when you choose to open the drawer from the sales terminal;
• when you complete and collect payment for a sale;
• when you record cash coming in or going out outside a sale.

Manual opening from the terminal may not be available to every employee. It depends on each employee’s Open Drawer (Open drawer) permission.

Compatible equipment

Sysme TPV requires an automatic cash drawer connected by RJ11 to a compatible receipt printer. The opening command is sent to the printer, which activates the drawer.

The following conditions must therefore be met:

• The printer must have a cash-drawer connector.
• The drawer must be connected to that output with the appropriate cable.
• The printer must accept an opening sequence.
• You must know the sequence required by the printer model.

Sysme TPV does not control USB cash drawers connected directly to the PC or POS computer. The fact that method 1 offers USB as a port name does not make a directly connected USB drawer compatible: opening still depends on a printer that can receive the sequence and activate the drawer.

IMPORTANT: Compatibility depends mainly on the printer, its driver and the sequence it accepts, not just on the drawer.

Method 1: communications port

This older method is retained for installations and printers that still need it. Sysme TPV sends the opening sequence directly to the communications port to which the printer is connected.

The settings are:

• Port (Port): select an LPT or COM port, or the USB option shown in the list.
• Sequence (Sequence): the printer’s opening code, written as values separated by semicolons.

The screen shows 27;112;0;100;250; as an example. This sequence is common, but is not guaranteed to work with every model. Refer to the printer’s technical manual or manufacturer.

Press Test Drawer Opening (Test Drawer Opening) to check the settings. If it works, select Activar el modo 1 de apertura and save the changes.

Method 2: communication through the printer

This is the recommended method for current installations. Instead of addressing a particular port, Sysme TPV uses the printer installed in Windows and its print queue. It can therefore work regardless of the physical port used by the printer.

The settings are:

• Printer (Printer): select the receipt printer to which the drawer is connected.
• Sequence (Sequence): enter the opening code as three-digit values separated by backslashes, as required by this method.

The screen shows 027\112\000\100\250 as an example. The actual sequence depends on the printer model.

Press Test Drawer Opening. If the test succeeds, select Activar el modo 2 de apertura and save the changes.

Only one of the two methods remains active. Enabling one makes Sysme TPV disable the other.

When the drawer opens during payment

The Open the Drawer (Open the drawer) section offers two choices:

• Before Entering the Amount (Before entering the amount): on completing the sale, Sysme TPV opens the drawer as soon as it displays the field for the amount received.
• After Entering the Amount (After entering the amount): the drawer stays closed while the amount is entered and opens when payment is confirmed.

This setting changes when the drawer opens during payment. It does not prevent authorized manual opening or opening associated with cash coming in or going out.

Settings for each computer

The printer, port, sequences, active method and opening moment are local settings. In an installation with several POS computers, configure each one for its own printer and connection.

If the drawer does not open

Check the following, in order:

1. The drawer is connected to the printer’s RJ11 output, not directly to the computer.
2. The correct printer is selected and works in Windows.
3. The appropriate opening method is active.
4. The sequence and its format match the manufacturer’s instructions.
5. With method 1, the selected port is the one used by the printer.
6. If testing from the sales terminal, the employee has the necessary permission.

If Test Drawer Opening fails too, check the printer settings and compatibility before changing other Sysme TPV options.

Customer display and second screen

Go to SYSTEM → SETTINGS → Customer Display. This tab configures both a text-based VFD customer display and a second monitor facing the customer. Each has its own enable/disable option.

Setting up a VFD display

VFD displays show short text, usually on two lines of 20 characters. Configure these fields to match your device:

• Enable Display: enable or disable the display.
• Port: select the COM port to which it is connected.
• Number of Characters on Line 1 and Number of Characters on Line 2: enter the actual capacity of each line. For two 20-character lines, enter 20 in both.
• Texto Prueba: enter text and use the test button to check the connection and character display.

Many USB-connected displays use a virtual COM port. After installing the device and its driver, check Windows Device Manager for the assigned COM port and select it in Sysme TPV. A physical USB connection does not mean that you should select a port named USB.

Customizing display messages

The Welcome Messages (Welcome Messages) section lets you set Line 1 and Line 2. Sysme TPV uses these texts when the program starts and whenever the sales terminal returns to its welcome message between transactions.

Under Sale Messages (Sale Messages), you can customize:

• Gracias por su compra 1 and Gracias por su compra 2: the two lines displayed at the end of a sale.
• Total a Pagar: the label shown with the amount due.
• A Devolver: the label shown with the change due.

You can adapt the messages to your business, within each line’s character limit. For example, use a short thank-you message or your trading name. During a sale, the display also shows information about the product added.

Replacing the currency symbol

Some displays use a character set that does not show the euro symbol correctly. The Replace Symbol With field in the Euro Symbol section lets you enter alternative text, such as EUR or E.

Test the result and use characters supported by the display. This option changes what appears on the display; it does not change the company’s currency or any sale amounts.

Setting up a second screen

The right-hand side of the tab configures the 2ª Pantalla o Monitor (frente al cliente) (Second Screen or Monitor facing the customer). Sysme TPV opens a window showing the sale and its total to the customer, with space for advertising images.

First set up the monitors in Windows using Extend these displays. You can then move the Sysme TPV window to the customer monitor while continuing to work on the main monitor.

Enable the second screen and adjust:

• Window Position (Top) in px: vertical position within the extended desktop.
• Window Position (Left) in px: horizontal position.
• Alto en Px and Ancho en Px: window height and width.

The coordinates depend on how the monitors are arranged in Windows. You can also drag and resize the window. When you close it, Sysme TPV saves its position and dimensions for the next time it opens.

Advertising on the second screen

To show advertising images, configure:

• Alto del banner publicitario: height in pixels reserved for advertising. A value of 0 leaves no visible banner area.
• Cambiar cada … (segundos): time between images.
• Advertising Images Folder: location of the files to display. Use the folder selector to choose it.

Prepare genuine .jpg files with the same height as the banner and the same width as the second-screen window. Matching both dimensions avoids fitting images into an area with different proportions. Simply renaming a file of another type with a .jpg extension does not convert it.

Sysme TPV reads the images directly from the selected folder and displays them in sequence. After the last image, it starts again. If the folder has no JPG files, no advertising images are shown. Subfolders are not included.

The image list is loaded when the second-screen window opens. If you add or remove files while it is open, reopen the window to refresh the list.

Saving the settings

Press Save Changes. Display settings belong to the computer on which they are made. If you have several workstations, configure the appropriate port, messages and second screen on each one.

Scales

Go to SYSTEM → SETTINGS → Scales. There are three distinct types of scale: an automatic scale connected to the computer, a scale with a printer, and a scale using Hydra software. Each type has its own settings and works differently.

Automatic scale connected to the computer

This type receives the weight from a scale connected directly to the POS computer through a COM or RS232 port. Depending on its configuration, the scale may send data continuously, at intervals or in response to a request.

Select Enable Automatic Scale and choose the port to which it is connected. Also configure the scale itself according to the manufacturer’s instructions.

Command mode and connection test

Enable Modo Comando if the scale must receive a request before it sends the weight. Enter the command specified by the manufacturer. A common command is $, used by what is known as the dollar protocol. This command does not work with every model. Sysme TPV also recognizes ENQ as a specific control request.

If you disable Modo Comando, Sysme TPV does not request the weight; it simply reads the data sent by the scale to the configured port.

Press Test Scale and watch Data Received from the Scale. This field displays the text received and helps you identify where the weight digits appear. Test the connection with several weights before proceeding.

Defining the weight positions

The scale must send the weight in a fixed format: integer and decimal digits must always occupy the same positions in the message. Configure it to provide stable readings without scrolling the data.

If the digits move between readings, Sysme TPV cannot interpret them correctly with these settings. The minimum-weight filter cannot fix an unsuitable communication format either.

Enter the four positions that delimit the weight:

• Weight Start Position (Integer Part) (integer part, start).
• Weight End Position (Integer Part) (integer part, end).
• Weight Start Position (Decimal Part) (decimal part, start).
• Weight End Position (Decimal Part) (decimal part, end).

Positions start at 1 and include both the first and last positions. Sysme TPV extracts the digits from each span and places the decimal separator between them.

For example, if the complete message is WT:012.345kg, the integer digits occupy positions 4 to 6 and the decimal digits 8 to 10. This gives 12.345. This is only an example: use the positions in the message actually sent by your scale, counting spaces and other characters before the weight as well.

Ignoring weights below the minimum

Omitir peso si es inferior a sets a numerical threshold for discarding small readings, such as those caused by residue on the weighing pan. It is not an on/off checkbox: enter the minimum value directly.

The value uses the same unit as the interpreted weight. If the scale sends kilograms, 0.005 is 5 grams. A reading below the threshold is discarded and the quantity field is cleared; a reading exactly at the threshold is not discarded by this rule.

This filter does not replace zeroing, tare or configuring the scale to send stable readings.

Disabling the scale after each weighing

If Disable Scale After Each Weighing is enabled, Sysme TPV stops reading the scale after adding the weighed product to the sale. The scale button on the terminal changes to OFF and communication closes.

To weigh another item, turn the scale back on from the terminal. Products configured for Sale by Weight (sale by weight) can also activate it automatically when selected.

If this option is disabled, the scale remains active until you turn it off from the terminal or close the terminal.

Checking and saving

Before using the scale in sales, check several known weights, paying particular attention to decimal positions and the unit used. An incorrect position can produce a quantity different from the actual weight.

Press Save Changes to save the settings on this computer.

Stand-alone scale with a printer

Go to SYSTEM → SETTINGS → Scales → Stand-alone. Within this tab, the section is named Scale with Printer (Scale with Printer).

These scales have their own product catalog, usually prepared with the manufacturer’s software. They weigh a product and print a label or ticket with a barcode, which is then scanned in Sysme TPV.

Configure the scale so that the barcode includes the product identifier and the weight. Although its software may allow codes containing prices or other data, this Sysme TPV mode reads the product and its weight. Sysme TPV calculates the sale amount using the applicable product price.

Identifying products on the scale

Assign the same identifier on the scale as the product uses in Sysme TPV. The usual length is 5 characters; preserve any leading zeroes that are part of the identifier.

The settings on this tab define how the printed labels are read. Use the manufacturer’s tools to prepare the scale’s catalog and printing format.

Configuring barcode positions

Enter these values according to the barcode printed by the scale:

• Product Code Start Position: where the product identifier starts in the scanned code.
• Code Length: the number of characters in the identifier; usually 5.
• Weight Start Position (Integer Part) and Weight End Position (Integer Part): the span containing the integer part.
• Weight Start Position (Decimal Part) and Weight End Position (Decimal Part): the span containing the decimal part.

These spans must occupy fixed positions. For the weight, count from the first position and include both the start and the end. Sysme TPV places the decimal separator between the digits in the two spans.

Check the entire code received by the scanner, including prefixes and other digits. The fields identifying the product and weight must not include the check digit or unrelated data.

Reading the label in the sales terminal

When a code is scanned through the stand-alone scale input, Sysme TPV extracts the identifier and weight using the configured positions. If it finds the product, it adds it to the sale with the weight as its quantity. If it does not find the product, it displays Product Not Found (Product not found).

To use the normal barcode field for these labels too, enable Combine with Scale Code on the terminal. Sysme TPV first searches for the entire code as an ordinary product or variant barcode. If there is no match, it tries to interpret it as a scale code. Therefore, avoid assigning a complete variable-weight label as an ordinary product barcode.

After saving the settings, test labels for several products and known weights. Check that the correct product is selected and the quantity matches the printed weight, especially its decimal places.

Hydra scales

Go to SYSTEM → SETTINGS → Scales → Hydra.

Hydra is software from the Epelsa group for its stand-alone scales. It stores orders in a Microsoft Access MDB file. Sysme TPV can read that file and retrieve the lines of an order using the barcode printed by the scale.

In this mode, the code locates the entire order in Hydra. Products and quantities are taken from the lines stored there.

Selecting and checking the Hydra file

1. Press Seleccionar Fichero and locate the MDB database used by Hydra. The path appears under Fichero de datos.
2. Press Check File. Sysme TPV attempts to open it and reports the number of sale lines found. This check does not add them to a sale.
3. Select Enable Hydra Scale.
4. Press Save Changes.

The file must be accessible from the computer running Sysme TPV and must contain the orders you want to retrieve. If its location changes, update the path. To stop using the integration, clear Enable Hydra Scale.

Retrieving an order during a sale

Scan the scale ticket’s barcode into the terminal’s scale input. To use the normal barcode field, enable Combine with Scale Code as explained above.

Sysme TPV first tries to interpret the code as one from a conventional stand-alone scale. If no product is found and Hydra is enabled, it searches for the order in Hydra’s data file. The currently supported format requires a code longer than ten characters, with the order number in positions 3 to 7.

When it finds the order, Sysme TPV goes through its lines and adds products available in Sysme TPV to the sale. For each line it uses the weight or, if the stored weight is zero, the unit quantity.

Hydra product codes must correspond to Sysme TPV product identifiers. If there is no direct match, the program tries padding the code with leading zeroes to a length of five characters.

If a product is missing, Sysme TPV displays a warning identifying it and continues with the other lines. Review the sale, as the order may have been added only in part. If the order is not found, it displays Product Not Found.

Avoiding duplicate or incomplete orders

Reading an order does not mark it as imported in Hydra. Scanning the same ticket again may add its lines to the sale again.

The search uses the order number and is not limited to the current date. If Hydra retains different orders with the same number, resolve that situation before using the integration: lines from more than one order could be retrieved.

Proximity reader

Go to SYSTEM → SETTINGS → Proximity Reader.

This function identifies employees using cards, wristbands or rings that transmit a code when held near a compatible reader. The reader sends that value to Sysme TPV through a COM port.

Setting up and testing the reader

1. Select Enable Reader.
2. Choose the Port COM port to which it is connected.
3. Press Test Reader and hold the card, wristband or ring near it.
4. Check the value shown under Data Received from the Reader.
5. Press Save Changes.

Receiving data confirms communication with the device. The code must also be assigned to an employee before it can identify that person.

Assigning a card, wristband or ring to an employee

Open employee management, edit the employee and enter the value transmitted by the device in Password (Password). Save the employee record.

The value must match what Sysme TPV receives. It replaces the employee’s previous password; it is not stored as a separate second password. Use a different code for each employee.

Identifying yourself by proximity

When Sysme TPV asks for the employee password, hold the employee’s card, wristband or ring near the reader. With the connection enabled, the program enters the received code and confirms identification automatically; there is no need to press Enter.

Enabling the reader does not, by itself, turn on employee identification prompts. Those depend on the identification settings in the program. The permissions applied are those of the employee identified.

If the reader receives data during the test but does not identify the employee, check that the employee’s password matches the received code and that the reader is enabled on this computer.

Barcode reader

The SYSTEM → SETTINGS → Barcode Reader tab configures only readers connected through a COM port. It is retained for compatibility with older installations.

USB readers that emulate a keyboard

Barcode readers commonly used with Sysme TPV connect by USB and behave like a keyboard: when you scan a code, they type it into the field that currently has focus.

These readers do not need Enable Reader enabled on this tab or a COM port selected. Connect the reader, wait for Windows to recognize it and place the cursor in the barcode field where you want to use it.

Setting up a COM reader

If your reader communicates through a COM port:

1. Select Enable Reader.
2. Choose the Port COM port to which it is connected.
3. Press Test Reader and scan a barcode.
4. Check the contents of Data Received from the Reader.
5. Press Save Changes.

To stop using the COM connection, clear Enable Reader and save. This does not disable USB readers that emulate a keyboard.

NOTE: COM reader settings are retained for compatibility with older equipment and may be removed in a future Sysme TPV version. No removal version has been confirmed. This possibility concerns the COM connection, not USB barcode readers that emulate a keyboard.

Email: sending invoices and cash-drawer closings

Go to SYSTEM → SETTINGS → E-MAIL. This is where you configure the outgoing SMTP server Sysme TPV uses to email invoices to customers and cash-closing reports to the recipient chosen by the business.

The sales documents sent through this function are invoices, attached as PDFs. Tickets or simplified invoices are not included.

Setting up the outgoing mail server

Ask your email provider for the SMTP access details and enter:

• Servidor: outgoing mail server address.
• Port: connection port specified by the provider.
• Usuario: user authorized to send email.
• Password: SMTP password or application password, as required by the service.
• Email: address shown as the sender.

The service must authorize the sender. These settings are stored on this computer; configure each POS computer from which you send email.

The secure connection currently used by Sysme TPV is implicit TLS on ports above 25. Ask the provider for a port compatible with this mode: a port requiring STARTTLS is not equivalent.

Testing the email service

Enter a destination address for the test and use Test Email Service to send a message. Confirm receipt before using these settings with customers or enabling the sending of cash-closing reports.

If the test fails, check the server, port, credentials and your provider’s rules for access by external applications.

Customizing invoice emails

Under Sending Invoices by Email (Send Invoices by Email), you can set:

• Asunto: email subject.
• Mensaje: message accompanying the attached PDF.

For example, you could include a greeting, say that the invoice is attached and provide the business’s contact details. Setting these texts does not send an invoice on its own: sending takes place from invoice management.

The recipient is taken from the customer record. If a second email address is configured there, the program includes it among the recipients too. Check these addresses before sending.

Emailing cash-closing reports

Under Sending Cash-register Closures by Email, enter the administrator’s Destination Email, or that of the person who should receive the reports, and select Enable Cash-register Closure Emails.

With this option enabled, Sysme TPV sends the report when the cash drawer is closed. Clear it if you do not want automatic sending. The recipient for closing reports is independent of customer email addresses.

Using Gmail and other external providers

Each provider has its own conditions for allowing an application to send email. For Gmail connections using a username and password, use an application password, not the account’s normal password.

Google requires two-step verification to create an application password. The option may not be available for certain organization accounts or under specific security policies. If you cannot see it, ask the account administrator. If you change the main Google password, application passwords are revoked; generate a new one and update it in Sysme TPV.

Consult Google’s current instructions for application passwords. Always send a test message after configuring the credentials.

Payment systems

Go to SYSTEM → SETTINGS → Payment Systems. This tab brings together connections to services and devices that automate card or cash payments.

Redsys TPV-PC card terminal

TPV-PC is a Redsys service that connects a compatible card terminal to the computer by USB and uses the computer’s connection to communicate with the payment service. Different terminal models can be used, provided they support this service.

A conventional card terminal does not become compatible just because it has a USB connection. Ask your bank for a device and service specifically compatible with TPV-PC.

Setting up TPV-PC

Press Configurar TPV PC and enter the details supplied by the bank:

• Merchant Code: the merchant identifier in the service.
• Terminal Number: the number assigned to the terminal.
• Clave de firma: the key provided for the integration.
• Vincular a forma de pago: select an existing payment method in Sysme TPV, for example Card (Card).

Select TPV-PC activo to enable the integration and press Save. The settings are stored for this computer.

To disable the automatic connection, clear TPV-PC activo and save. The linked payment method continues to exist in Sysme TPV.

Testing the connection

Enter the merchant code, terminal number and signing key, then press Test Connection. The test shows the result of connector initialization and how long it took.

The test does not send a payment transaction. It helps you check initialization, but is not the same as an authorized bank transaction.

Using the linked payment method

When TPV-PC is active, choosing the linked payment method during checkout causes Sysme TPV to request the transaction from the service and card terminal. For example, if you linked Card, that button starts the integrated card payment.

Check the amount before selecting the payment method, then follow the device’s instructions and the response displayed by Sysme TPV.

Smart cash-payment machines

From SYSTEM → SETTINGS → Payment Systems, open the settings for connecting smart cash-payment machines. They receive and dispense cash for payments and refunds. Their settings are separate from those used to open an ordinary cash drawer connected to a printer.

Sysme TPV communicates through files: it creates a request and waits for the response from the software controlling the machine.

Choosing an integration

Select one of three available modes:

• Desactivado: do not use the smart cash-machine connection.
• Standard Format (Standard format): an exchange of commands and responses that a manufacturer or integrator can implement through an external program. Sysme has an external solution for communicating with Cashkeeper in this format.
• Cashlogy: integration with Cashlogy Tickets by Azkoyen.

The availability of the standard format does not mean that every cash machine works immediately. The device needs a program that understands the commands and supplies the expected responses. Setting up Cashlogy and Sysme’s external Cashkeeper solution normally requires technical support to configure both ends of the connection.

Directory and payment method

Under Communication Files Folder, choose the folder where Sysme TPV and the cash-machine software will exchange requests and responses. Both must have access to the same location.

Under Vincular a forma de pago, choose an existing payment method, usually Cash (Cash), and press Save. Selecting that payment method during checkout starts the cash-machine operation and makes Sysme TPV wait for its result.

An active integration cannot be saved without an existing directory and a payment method. Choosing Desactivado disables these controls. The settings apply to the computer on which they are made.

Waiting and incidents with Cashlogy

With Cashlogy, Stop Waiting only stops Sysme TPV from waiting for a response. It does not cancel the operation in Cashlogy Tickets, and the cash machine may continue working. Check the operation’s status there before starting another payment.

If Sysme TPV detects pending responses from earlier operations when a new one begins, it archives them in IncidenciasCashlogy, reports the incident and does not start the new payment. Review what happened before retrying.

An error response may mean the machine has retained part of the cash. If Cashlogy reports a nonzero difference between the amount collected and the amount returned, Sysme TPV recognizes that balance as a partial payment and displays a warning. Check the remaining amount before proceeding.

Integration by other manufacturers

Manufacturers can develop an external connector compatible with the standard format. The files, commands, responses and limitations are described in the smart cash-machine integrators’ guide, included as an appendix to this manual. It is intended for technical staff developing the connection.

Paytef

Paytef automates payments through card terminals contracted and configured for this service. Communication takes place over the network: the Paytef terminal must be reachable from the computer running Sysme TPV.

An ordinary card terminal will not work. Before configuring this option, the terminals must be linked and operational on the Paytef platform.

Registering a Paytef terminal

The Paytef section under SYSTEM → SETTINGS → Payment Systems shows linked devices. Its list controls let you add, edit, save, cancel or delete records and refresh the displayed information.

Enter the following for each device:

• Id: identifier assigned automatically by Sysme TPV. It cannot be edited manually.
• Alias: descriptive name used to recognize the card terminal in the settings. It does not affect communication.
• IP Address: the Paytef device’s network address. Enter only the IP address, without http:// or a port number.
• Vinculado a Forma de Pago: the Sysme TPV payment method that will start a payment on this device.

The current integration communicates with Paytef over TCP port 8887. The network and firewall must allow that communication.

If there are several terminals, it is best to create a different payment method for each and link each device to its own method. Sysme TPV does not ask the user to choose a Paytef terminal at payment time; it determines the terminal from the selected payment method. Linking several devices to the same method can therefore make the choice ambiguous.

How payment works

When a linked payment method is selected, Sysme TPV sends the amount to the terminal and waits for a response. If Paytef reports the transaction as completed and approved, Sysme TPV confirms payment automatically. If it is declined or canceled, or communication fails, payment is not automatically confirmed. Check the status displayed by the card terminal before trying again.

The connection handles both payments and refunds, depending on the type of transaction being performed.

Feature under review: Paytef remains available in the current Sysme TPV version, although it may be changed, hidden or removed in a future version. No removal has been confirmed while it remains in the program.

Language

Sysme TPV lets you choose Spanish or English. Restart the program after changing the language to apply the change fully.

Employee identification

The settings can require an employee password at different points:

• when starting Sysme TPV;
• when starting a sale;
• when completing a sale;
• when changing employees within the sales terminal.

These options adapt identification to the way the business works. Employee permissions also determine which main-screen functions are available.

IMPORTANT: Before requiring identification at program startup, make sure employees and their passwords have been configured correctly.

Initial sales-terminal tab

Default Tab in Sales Terminal determines which mode is shown when you enter the sales terminal:

• Touch Terminal.
• Terminal Manual / Handheld Terminal.

This only determines the initial tab. Other ways of finding and adding products remain available according to terminal settings.

Default taxes when creating products

Default Tax Percentage for New Products sets the tax percentage Sysme TPV suggests when you create a product.

% de impuesto 2 por defecto does the same for the second tax.

Changing these values does not change existing products. It only changes the initial value suggested for products created later.

Invoice series

Invoice Series sets the series used by this computer to number sales documents.

The series forms part of ticket and invoice identification. Do not change it without understanding the consequences for numbering and tax-system configuration.

Regional settings

Regional settings let you define:

• the currency symbol;
• whether it appears before or after the amount;
• the name used for the primary tax;
• the name used for the second tax.

These values change how Sysme TPV presents amounts and taxes in various screens and documents.

Profit and margin calculation

Profit and Margin Calculation lets you choose the basis used when presenting this information:

• Price – Cost.
• Final Selling Price – Cost.

The choice affects the profit and margin figures shown by tools that use this setting.

Hospitality module

Enabling Enable Hospitality Module adds access to tables, dining rooms, reservations, kitchen and kitchen printers on the main screen.

If you disable it, the module disappears from the main screen. Disabling the module does not delete its existing data.

Ask for Number of Diners When Starting a New Sale applies to sales started from the dining-room map. When enabled, Sysme TPV asks for the number of diners at the start of the sale.

Stock-related behavior

General settings include these options:

Allowing sales without stock on hand

Allow Products to Be Sold Without Stock is enabled by default. The terminal allows sales even if there is insufficient stock. If the product tracks stock, its balance may become negative.

This lets the business continue selling goods that are physically present but whose purchase delivery notes or warehouse receipts have not yet been recorded. Some businesses enter those documents during quieter periods, after they have already started selling the goods received.

If you turn this option off, Sysme TPV checks stock before adding the product and prevents quantities exceeding availability. In composite products, it also checks that there is enough stock of the components.

This setting is under SYSTEM → SETTINGS → Options. Turn it off if the business needs to strictly prevent sales without recorded stock.

Showing stock in the touch panel

Show Stock in Touch Panel determines whether the touch terminal shows stock information alongside each product.

Showing prices in the touch panel

Show Prices in Touch Panel determines whether the touch terminal shows product prices.

Showing low-stock warnings

Show Low-stock Warnings makes Sysme TPV warn you when a sale causes products to reach their minimum stock level.

Options that display stock or warnings do not, by themselves, enable stock tracking for a product. Each product also has its own Track Stock option.

Sysme TPV Mobile printing

This Computer Manages Sysme TPV Mobile Printing identifies the computer responsible for handling print requests sent from Mobile.

In an installation with several computers, do not enable this on multiple machines without deciding which one is responsible for printing.

SEE ALSO: Sysme TPV Mobile.

Backup reminders

Show Backup Reminders enables backup reminders on the server computer. It does not make a client computer responsible for backups or replace the backup system’s configuration.

SEE ALSO: Backups and restoration.

Network configuration

This section lets you specify the server name or IP address, port, username, password and database name. Test Connection tests whether those details establish a connection.

These values determine where this computer retrieves its data. Incorrect settings can prevent Sysme TPV from starting normally.

IMPORTANT: Do not change the username, password, port or database name unless you understand the installation’s configuration or have technical assistance.

External data access and transfer

The configuration provides separate options for Acceso externo a datos and Transferir Datos.

Auto-Sale mode

Modo Auto-Venta enables a specific way of operating the program.

Settings covered elsewhere

The following subjects are extensive enough to have their own sections:

• cash drawers;
• customer displays and second screens;
• scales;
• proximity and barcode readers;
• email;
• smart cash machines and card terminals;
• electronic invoicing and tax systems.

Electronic invoicing and tax systems

Before you begin

Initial VeriFactu or TicketBAI setup appears when you enter the sales terminal after activating the license and selecting the corresponding tax situation. Before starting, have your electronic certificate file and its password ready.

Sysme TPV uses a certificate in PKCS#12 format. Such files commonly have a .p12 or .pfx extension. An FNMT certificate is recommended for VeriFactu. TicketBAI also accepts Izenpe device certificates.

Choosing a certificate that represents the issuer

The certificate must correspond to the person or entity named as the issuer on invoices:

• For a self-employed individual, use an accepted certificate identifying that person in that capacity.
• For a company, corporation or civil partnership, use the representative certificate appropriate to its legal form and the representative’s authority. Do not configure an administrator’s personal certificate as though the invoice were issued by that person privately.

IMPORTANT: Being a company administrator does not make one’s personal certificate a representative certificate. FNMT offers different types, including certificates for representatives of legal persons, sole or joint administrators, and entities without legal personality. Apply for the type corresponding to the legal form and representation.

If unsure which certificate is needed, consult the company’s adviser or the certificate issuer before enabling electronic invoicing.

Keeping the certificate in a simple path

Store the file in a simple, controlled location, for example:

C:\SYSME\Certificado.p12

or:

C:\SYSME\Certificado.pfx

The name may differ, but it is best to use only letters, digits, hyphens or underscores, without spaces, accents or other special characters. Sysme TPV warns if the selected path contains characters that may make signing or sending invoice records difficult.

IMPORTANT: Keep a secure copy of the certificate and its password. The suggested folder makes it easier for Sysme TPV to use the file, but it is not a substitute for a protected backup.

Initial VeriFactu setup

Answering Yes to Required to use VeriFactu? opens the initial VeriFactu setup screen.

Information requested

• FNMT Electronic Certificate: select the certificate file used for signing.
• Certificate Password: the password set when the certificate was obtained or exported.
• Caducidad del certificado: used for warnings. Sysme TPV starts warning when the entered expiry date is 30 days away or less, and warns if the certificate has already expired. This date is informational; you must enter it correctly.
• Modelo de VeriFactu: choose VeriFactu or NO VeriFactu.

The screen presents VeriFactu as the recommended mode and describes it as a real-time connection that places a lighter load on the computer. It describes NO VeriFactu as an offline mode that is more demanding on the computer.

IMPORTANT: The screen requires you to confirm the selected mode and warns that the choice cannot be changed later. Choose according to the company’s actual tax situation.

Verifying and accepting

1. Press Seleccionar and choose the certificate file.
2. Enter its password.
3. Enter its expiry date.
4. Press Verificar Certificado. Sysme TPV performs a test signature to check that it can use the file and password.
5. Select VeriFactu or NO VeriFactu.
6. Confirm acceptance of the selected mode.
7. Press Aceptar.

Aceptar remains disabled until certificate verification succeeds. The program also prevents completion if a valid mode has not been selected or its acceptance has not been confirmed.

If verification fails, first check the selected file and its password. Also check that the path contains no spaces or special characters.

Initial TicketBAI setup

If you answer that the company is not subject to VeriFactu because it is subject to TicketBAI, Sysme TPV opens equivalent setup adapted to the Basque Country.

Information requested

• Certificado FNMT o Izenpe: file used for signing.
• Certificate Password: password for that file.
• Caducidad del certificado: date Sysme TPV uses for the renewal warnings described above.
• Provincial Authority: choose TicketBAI Gipuzkoa, TicketBAI Álava or Ticket Bai Vizcaya. This determines the destination system for electronic invoices.

Special settings for Bizkaia

Selecting Ticket Bai Vizcaya reveals two additional fields:

• Modelo: choose 140 for self-employed individuals or 240 for companies.
• Business Activity Code: identifies the business activity. It is required for model 140; the program does not require it for model 240.

Verifying and accepting

1. Select the certificate and enter its password and expiry date.
2. Press Verificar Certificado.
3. Choose the appropriate provincial tax authority.
4. If you choose Bizkaia, select the model and enter the business-activity code when required.
5. Press Aceptar.

Aceptar remains disabled until verification succeeds. Sysme TPV also prevents completion until one of the three authorities is selected. In Bizkaia it requires a valid model and, for model 140, a business-activity code.

Linking Izenpe device certificates

A personal or representative certificate identifies its holder. Therefore, when an FNMT certificate accepted by the relevant provincial tax authority is used, it is usually unnecessary to register the certificate separately as belonging to the business.

An Izenpe device certificate works differently: it identifies the invoicing device, but does not by itself identify the person or company issuing the invoices. The certificate must therefore be linked to the taxpayer with the relevant provincial tax authority. This procedure takes place outside Sysme TPV and differs by territory.

• Bizkaia: declare the device through the provincial authority’s designated service, using the certificate serial number.
• Álava: use the device-certificate register to associate the issuer’s tax number with the certificate serial number. The authority says that this association is made once, before starting to issue TicketBAI invoices.
• Gipuzkoa: recognize the certificate as your own through the provincial tax portal. Follow its current instructions if submissions appear as awaiting recognition.

The serial number is available in Izenpe’s certificate-management panel when accessed with the identity that requested the certificate.

IMPORTANT: Successfully verifying the certificate within Sysme TPV does not replace registering or recognizing it with the provincial authority. If you use a device certificate, complete the relevant procedure before starting and check that the first submissions are accepted.

Reviewing settings from System

After initial setup, electronic invoicing settings can be viewed and, where permitted, changed under:

SYSTEM → SETTINGS → eInvoice

This tab contains settings for VeriFactu, NO VeriFactu and TicketBAI:

• whether electronic invoicing is enabled for the company;
• signing-certificate file and password;
• certificate expiry date;
• electronic invoicing mode;
• destination folder for generated files;
• certificate verification;
• model and business-activity code for TicketBAI Bizkaia;
• default tax-regime code;
• applicable tax type.

Electronic invoicing can only be enabled with a valid Sysme TPV license. Once VeriFactu is configured, Sysme TPV prevents both disabling it and switching to another mode. In TicketBAI modes, the option to enable or disable electronic invoice generation remains available.

Open Electronic Invoice Submission Log opens the tracking screen for electronic records. See Checking electronic invoice submissions.

Choosing the computer that sends records

This Computer Manages Electronic Invoice Submissions determines whether this computer runs the automatic sending process.

On a network installation, enable it only on the computer assigned this task. This prevents several computers trying to submit the same records to VeriFactu or TicketBAI at once. The choice is local to each computer, not a shared setting for all workstations.

Default tax-regime code

Tax Regime Code identifies the tax regime suggested by default for new sales. Seleccionar opens the list of available codes so you can choose the one applicable to the business.

This does not force every sale to use the same code. If a particular transaction requires a different regime, the user can change it in the sales terminal. Otherwise, the value configured here is used.

Tax type

Tax Type identifies the tax system used by the company:

• 01 – Value Added Tax (VAT) (Value Added Tax);
• 02 – Tax on Production, Services and Imports (IPSI), used in Ceuta and Melilla;
• 03 – Impuesto General Indirecto Canario (IGIC), used in the Canary Islands;
• 05 – Other.

This selection affects the tax identification included in electronic invoice records. Choose the type corresponding to the company’s location and regime. It is not the specific percentage charged on each product.

Electronic files directory

The destination folder must allow writing. If several computers share the same data, all must be able to access the folder through a shared network path, even when it is physically located on one of them.

Maintenance operation for older installations

The Ejecutar button under Operaciones Mantenimiento is intended for installations upgraded from older versions that stored QR codes and other electronic content in the database. It moves older QR codes to the electronic-invoicing folder and removes that stored content from the database to reduce its size and improve performance.

New installations do not need this operation. Because it changes the storage of existing electronic documents, run it only on technical support’s instructions and after making an up-to-date backup.

Checking electronic invoice submissions

After configuring VeriFactu or TicketBAI, you can check record status under:

SALES → ELECTRONIC INVOICING

This screen shows which tickets and invoices are waiting to be sent, which have been processed and what response the tax authority returned.

Automatic sending

With VeriFactu or any of the three TicketBAI modes, Sysme TPV periodically attempts to process pending records when the necessary conditions are met. Among other things, the computer needs an Internet connection and must be configured as responsible for sending electronic invoice records.

NO VeriFactu does not periodically send records to the Spanish Tax Agency. It retains the information required for that mode and generates its corresponding events, but does not operate like VeriFactu’s real-time submission system.

IMPORTANT: The queue need not clear immediately. Sending takes place in automatic cycles and may be delayed if there is no connection, the certificate cannot be used, this computer is not responsible for sending, or the tax authority’s server does not respond.

Pending tab

Pendientes is the tab shown initially. It lists records that have not finished processing. Under normal conditions, Sysme TPV attempts to clear this list automatically.

If a record remains under Pendientes through several cycles, check the connection, certificate configuration and displayed response. The screen also offers Send Pending Records to start processing from there.

Sent tab

Enviados shows processed records and retains the response returned by the relevant authority. Its Show filter offers:

• All (All).
• Accepted (Accepted).
• Rejected (To Be Corrected) (Rejected, requiring correction).

An accepted response may include warnings or admissible errors. The record is considered sent, but read the response to understand the warning. When a record is rejected, the response gives the reason supplied by the tax authority and Sysme TPV warns that electronic invoices need reviewing on this tab.

Events tab: NO VeriFactu only

Eventos shows the event log required by NO VeriFactu. For installations configured with VeriFactu or TicketBAI, this information is not part of normal operation.

NO VeriFactu generates and signs events related to system operation, including:

• program startup and shutdown;
• periodic summaries during use, generated when at least six hours have passed since the previous summary;
• events generated manually when required by the Spanish Tax Agency;
• other control, export or anomaly-detection actions that must be logged.

The list shows each event’s date, type and description and lets you open its details. It also provides Export Events, Detect Event Anomalies and Resumen de Eventos. These tools help retain, review or prepare information when it is requested during an inspection.

IMPORTANT: Do not delete or manually alter event files or data. Their chaining and signatures are part of NO VeriFactu’s integrity controls.

NO VeriFactu performance

NO VeriFactu requires signed records and events to be kept locally, with periodic generation and continuing use of the database and file system. It therefore needs more local resources than VeriFactu and may slow some operations, especially on less capable computers, slow disks or installations with many documents.

Before choosing this mode, make sure the computer meets its performance and storage needs and maintain backups properly. In every case, the choice must reflect the business’s tax situation.

Regenerating rejected records

Regenerar Rechazados regenerates records classified as rejected within the selected date range and returns them to the sending process.

Regeneration does not correct the cause of rejection by itself. Work in this order:

1. Open the rejected record and read the tax authority server’s response.
2. Identify the data or setting that caused the rejection.
3. Correct it in the relevant part of Sysme TPV.
4. Regenerate the affected ticket or invoice.
5. Check Pendientes and Enviados for the result of the new attempt.

Possible causes include an incorrect tax document number, unsupported characters or tax settings that do not correspond to a valid tax rate. Sysme TPV allows the tax percentage for each product to be set freely because it is used with VAT, IGIC and in countries with other systems and rates. This flexibility means the program cannot assume that every rate entered is valid for the reported transaction.

EXAMPLE: Setting a product’s tax rate to 1.5% by mistake can cause rejection if that rate does not exist for the applicable tax system and transaction type.

Data that remains editable, such as certain tax documents or text containing invalid characters, can be corrected in its record before regeneration. If the error is within a closed ticket and no user option can change the historical data—for example, an incorrect tax percentage saved on its lines—do not attempt to manipulate the database. Ask technical support to review and correct the document.

Regenerating one ticket or invoice

You can also regenerate an individual document’s electronic record under:

• SALES → TICKETS: select the ticket and press Regenerate Electronic Invoice.
• SALES → INVOICES: select the invoice and press Regenerate Electronic Invoice.

This action retains a dated copy of the previous files, generates the electronic record again from the available information and returns it to the sending queue. Use it after correcting the cause identified in the tax authority’s response.

IMPORTANT: Do not repeatedly regenerate a document without analyzing its rejection. If the data has not changed, the new file may be rejected for the same reason.

Additional tax settings

After the initial wizard, additional tax settings are under:

SYSTEM → SETTINGS → eInvoice

Here you can review, among other things, whether the issuer is a company or self-employed individual, the tax-regime code, the applicable tax type (including VAT or IGIC) and special regimes such as the equivalence surcharge.

IMPORTANT: These settings determine how sales tax information is constructed. Configure them in line with the business’s actual obligations and seek appropriate tax advice if in doubt.

The available parameters are explained under Reviewing settings from System.

Sales terminal

Identifying the employee

Sysme TPV always asks you to identify the employee entering the sales terminal. How this is done depends on the password options set under SYSTEM → SETTINGS.

Selection without a password

If password identification is not required, the program shows a panel with employees’ names and photos. Press the employee who will be working to enter the terminal under that identity.

Even without entering a password, Sysme TPV applies the selected employee’s configured privileges from that point onward.

Identification by password

If password identification is configured, Sysme TPV displays a panel for entering the password. It does not ask for a name first or let you choose an employee: it automatically identifies the owner of the password entered.

If the password is correct, it opens the terminal as that employee and applies their privileges. Each employee must therefore have a unique password. If two employees shared one, the program could not use it for unambiguous identification.

Passwords and permissions are managed under:

SYSTEM → EMPLOYEES

Identification with a proximity reader

A proximity reader provides another way to enter a password. If it is enabled and Sysme TPV asks for the employee password, hold the employee’s assigned card, wristband or device near the reader. It sends the password and the program identifies the employee without typing it.

The employee has exactly the same permissions as when entering the password with a keyboard. Device setup and assignment to employees are explained under Proximity reader.

Permissions applied

Each employee may have general access privileges for different parts of Sysme TPV and specific permissions for the sales terminal. Identification does more than record who performs a transaction: it also determines which functions the employee can use during a sale.

IMPORTANT: Configure and check employees, passwords and permissions before requiring password identification. Each employee needs a unique password.

Making a simple sale

To record a basic sale, go from the main screen to:

SALES → SALES TERMINAL

Sysme TPV first displays the employee selector. Select the employee who will carry out the transaction and the sales terminal opens. On the first entry after activating a license, the initial tax setup described in the electronic invoicing chapter may appear beforehand.

The terminal has two main areas:

• The products in the current sale are listed on the left.
• The touch terminal’s categories and products are on the right, with categories above the products in the selected category.

Adding products

Press a category to view its products, then press the product you want to sell. Sysme TPV immediately adds it to the list on the left.

You can keep browsing and add as many products as needed. Other available methods are:

• scanning a barcode;
• using the Terminal Manual tab;
• pressing products in the Touch Terminal tab.

All methods add products to the same open sale and can be used together.

Finding and adding products

Sysme TPV provides three main ways to find a product during a sale: the touch terminal, barcode scanning and the manual terminal’s search. You can switch between them without losing products already added.

Touch terminal

When the touch terminal is enabled, the upper part of its panel shows available categories, while the lower part shows selectable products.

On opening the terminal, the product area initially shows items marked as Favorites (Favorites). This gives direct access to frequently used products without first entering a category.

To browse the rest of the catalog:

1. Press a category in the upper area.
2. The lower area updates with products belonging to that category.
3. Press a product to add it to the sale immediately.

If the selected category contains subcategories, the upper area replaces the current list with the available subcategories. You can move through successive catalog levels until you find the product.

A category or product appears in this panel only if it is marked as visible in the sales terminal. Favorites are product shortcuts, not an additional category.

Barcode

The Barcode field remains available beside the Touch Terminal and Terminal Manual tabs, whichever is selected.

Scan a code associated with a product. When Sysme TPV recognizes it, it adds that product to the sale. You can keep using the touch or manual terminal without changing tabs.

A typical USB reader behaves like a keyboard: it types the code into this field and sends confirmation. Older COM-port readers need the specific settings described under Barcode reader.

Manual terminal

The Terminal Manual tab lets you search for products using text and choose from a results list. Visible search fields include:

• Product: product name;
• Category: category name;
• Id: primary identifier;
• Id Adicional: additional product reference;
• Talla and Color: product or variant characteristics;
• Description: text in the product description.

The entered criteria work together to narrow the results. The list updates as you type. For product-name searches, you can choose:

• Exacto: searches for the entered text as one complete phrase within the name;
• Contiene: if you enter several words, finds product names containing all of them, even if they are not one continuous phrase.

Use the arrow keys to move through results. Press Enter on the selected result or double-click it to add it to the sale.

The manual terminal also has a separate field for codes produced by stand-alone scales. See Stand-alone scale with a printer.

Asking for quantity before adding a product

Preguntar cantidad (defecto 1) determines whether Sysme TPV asks for the quantity before adding certain products to a sale. The checkbox is on the Terminal Manual tab and its state is retained for later sales.

When enabled, Sysme TPV asks for quantity when:

• a product is scanned into Barcode;
• a result is selected from Terminal Manual, either by pressing Enter or by double-clicking.

The suggested quantity is 1. Enter the desired quantity and confirm to add the product.

If you press Cancel in the quantity prompt, that product is not added. Other products already in the sale are unaffected.

This option does not apply to Touch Terminal product buttons. Pressing a product in the touch panel adds it directly with an initial quantity of one, even if the checkbox is enabled. You can change the line quantity afterward using the sale controls.

With Preguntar cantidad disabled, barcode scanning and the manual search both initially add one unit without prompting.

Product price when adding it

Sysme TPV does not normally ask for a price when adding a product. It uses the price saved on the product record or the price for the tariff currently applied to the sale.

Products priced at 0 are the exception. Adding one automatically opens the price-entry screen so the user can enter the amount for that sale. This allows prices to be decided at the point of sale.

Changing a price manually

After a product has been added, the price on its line can be changed only if both conditions are met:

• the identified employee has the Allow Manual Prices permission;
• the product has Allow Manual Price Changes in the Sales Terminal enabled.

Employee permissions are configured under SYSTEM → EMPLOYEES and the product option on its record. An authorized employee still cannot change the price of a product for which this operation is disabled.

IMPORTANT: If a product has a zero price but manual price changes are disabled, Sysme TPV cannot assign its price through the automatic prompt either. Avoid combining these settings if the price must be entered during a sale.

Taxes on a manually entered price

The manual-price window lets you specify whether the entered amount is before tax or is a Tax-inclusive Price. In either case, Sysme TPV uses the tax percentage configured for the product and recalculates the line amounts.

• If the price is entered before tax, it is saved as the base price and the program adds the applicable tax to obtain the final price.
• If Tax-inclusive Price is selected, the entered amount is the final price. Sysme TPV deducts the product’s tax to calculate the pre-tax price and tax portion.

Entering a manual price does not remove or replace the product’s tax. The program keeps its percentage and recalculates the base price, tax amount and total to be charged.

EXAMPLE: If you enter a final price of 12.10 with a 21% tax, Sysme TPV calculates a pre-tax price of 10.00 and tax of 2.10.

Products with combinations

When an added product has combinations configured, Sysme TPV automatically opens the corresponding selector. The result depends on the combination type and the options on the product record.

One-to-one combination

The user chooses the product to combine with the main item. Sysme TPV creates the combined product or pack with the configured quantities and price, then closes the selector.

A typical example is choosing the soft drink served with a spirit.

Multiple combinations without a surcharge

The selector lets you add one or more options to the main product without increasing its price. The selections remain associated with the main sale line. This type is commonly used for dishes included in a set menu or alternative components within a fixed price.

Multiple combinations with a surcharge

The selector lets you add one or more options and adds each configured amount to the sale. Use it for supplements, accessories or other extras that must be charged in addition to the main product.

Repeating choices and closing the selector

The two behavior options for multiple combinations work as follows:

• Limit to One Combination per Product in the Same Sale: after selecting an add-on, prevents choosing that same add-on again in this selector. If disabled, it can be pressed repeatedly to add several units.
• Close after Selecting a Combination: closes the selector after each choice. If disabled, the panel stays open so you can add more options.

These options are independent. For example, the panel can stay open while repeated selection of the same add-on is prohibited. Full settings and examples are under Combination options.

Products with variants

A product may have size and color variants or variants identified by batch and expiry date. How Sysme TPV determines the variant sold depends on how you add the product.

Identification by barcode

Each size-and-color combination and each batch can have its own barcode. Scanning that code lets Sysme TPV identify and add the exact variant without opening a selector.

The code must be assigned to that variant and be unique. The general product’s code alone cannot distinguish the size, color or batch sold.

Selection from the touch or manual terminal

Adding the general product from the touch panel or manual search does not yet identify a specific variant:

• For sizes and colors, Sysme TPV opens a selector so you can choose the appropriate combination.
• For batches and expiry dates, behavior depends on the product’s configured rule.

With manual batch management, Sysme TPV shows available variants and the user chooses the batch and expiry date being sold.

With FIFO enabled, Sysme TPV does not request a choice. It sorts batches by expiry date and automatically uses the oldest one that still has stock. Stock expiring sooner is therefore used first.

IMPORTANT: For automatic FIFO selection to be reliable, the expiry dates and stock of each batch must be up to date in the sale’s warehouse.

Selling a product without stock

By default, Sysme TPV lets you add a product even when its recorded stock is insufficient. The sale proceeds normally and the product’s stock may become negative.

This can happen when the product is physically in the business but the corresponding purchase delivery note or warehouse receipt has not yet been recorded. Stock is corrected when that pending movement is entered.

For strict control, turn off Allow Products to Be Sold Without Stock under SYSTEM → SETTINGS → Options. The terminal will then check availability and prevent adding a quantity greater than the recorded stock. For composite products, it checks their components too.

Selling with an automatic scale

If the product is configured for Sale by Weight (sale by weight) and an automatic scale is enabled in Sysme TPV, selecting it activates the scale connection and opens a waiting panel.

Place the product on the scale and wait for the value in Cantidad to stabilize. Then press Aceptar. Sysme TPV adds the product using that weight as its quantity.

Automatic activation requires the scale, port and incoming data format to have been configured beforehand. See Automatic scale connected to the computer.

Activating the scale manually

You can also activate the scale from the terminal to weigh a product that is not marked Sale by Weight. Press the scale button to change it from OFF to ON.

While it remains active, Sysme TPV reads the scale every half-second and automatically updates Cantidad with the received weight. Once the reading is stable, select the product to sell with that quantity.

Depending on general settings, the scale may turn off automatically after each weighing. You can also turn it off by pressing its button again.

Automatic sending to the kitchen

With Send to Kitchen Automatically When Completing or Leaving Pending enabled, Sysme TPV sends the applicable lines to the kitchen when:

• the sale is parked or left pending;
• the sale is completed and paid.

Automatic sending removes the need to press Send Order to Kitchen before leaving the sale. When the option is disabled, send the order manually when needed.

Sysme TPV tracks the quantity in the sale separately from the quantity already sent to the kitchen. Once they match, there are no units left to send. If you later reopen the sale and add another unit of a product already sent, the next order contains only the new quantity; it does not reprint units the kitchen has already received.

Destination printers

The destination is set for each product, not the entire sale. One order can therefore be split across several printers: drinks might print at the bar and food in the kitchen.

When sending an order, Sysme TPV groups and routes products to their configured printer or printers. Products with no kitchen destination are not sent to them.

Kitchen options and notes

Kitchen options and notes attached to a sale line appear on the printed order beside the relevant product.

You can add them through the action on that line in the sale’s product list. This lets you record instructions such as cooking preference, ingredients to omit or other notes before sending the order.

Canceling a line already sent to the kitchen

Removing a line already sent to the kitchen can print a cancellation at its destination printer. This requires:

• permission for the employee to remove or change the line;
• Print Kitchen Cancellations enabled;
• the line to have been sent to the kitchen already.

When these conditions are met, Sysme TPV prints the cancellation on the printer assigned to the product. If removed products have different destinations, each cancellation goes to the appropriate printer.

IMPORTANT: Removing a line from the screen without printing a kitchen cancellation can leave the kitchen with an order no longer in the sale. Configure this option to suit the establishment’s workflow.

Changing sale lines

The product list on the left lets you work with the selected line. You can:

• increase or reduce its quantity;
• change its price where the employee and product allow it;
• apply a discount;
• add kitchen options and notes;
• remove the line.

You can also use Cancel Sale to cancel the whole sale. Availability of each action depends on the identified employee’s permissions and, in some cases, the product’s settings or the sale’s status.

Stock changes as soon as the product is added to the sale, without waiting for completion or payment, provided it tracks stock. Quantity changes adjust that movement. If you remove a line, Sysme TPV returns the previously deducted quantity to stock and, where appropriate, handles the kitchen cancellation.

Splitting a sale in two

Press Split into 2 Sales to split an open sale. A panel shows the current sale and a new sale, with buttons for moving products between them. Once the desired products have been moved, press Aceptar.

The terminal opens the new sale with its transferred products so you can add or change products, complete it or leave it pending. If it is parked, both sales remain separate operations in Pending Sales and, where applicable, on the Table Map.

Adding notes

Notes about a specific product are added from its line in the sale’s product list. For a note about the entire sale, use Add Notes on the terminal’s lower button panel.

Assigning or changing a table

Use Assign to Table to link an open sale to a table. To move a sale already assigned, retrieve it from Table Map, press Assign to Table again and select the new table.

If the destination table already has an open sale, Sysme TPV asks whether you want to combine them. You can accept and put all products into one sale, or leave two separate open sales at the same table.

Changing the sale’s tariff

Press Cambiar Tarifa at the top of the terminal. Sysme TPV shows the available tariffs and applies the corresponding prices to the sale when you select one.

Changing the sale’s employee

Press Cambiar Empleado at the top of the terminal. The employee identification panel opens according to program settings. Once the new employee is selected or identified, the sale is assigned to that person and their permissions apply to subsequent actions.

Canceling an open sale

Cancel Sale cancels the current sale. If its products were configured to track stock, the deducted quantities are returned to stock.

If any product had already been sent to the kitchen, cancellation depends on the employee’s permissions. With Print Kitchen Cancellations enabled, Sysme TPV prints cancellations for previously sent products at their respective kitchen destinations.

Using the dining-room map as the main screen

If the option to show the dining-room map when starting a sale is enabled, Table Map becomes the terminal’s main screen. When there is no open sale, the terminal stays on the map instead of displaying the product entry screen.

To start a new sale in this mode, first select a table on the map. Sysme TPV opens a sale for that table so you can add products or take the order.

The map is also the screen to which Sysme TPV automatically returns when:

• a table sale is left pending;
• a sale is completed;
• a sale is canceled.

It remains the starting point for opening a new table or retrieving one with a pending sale.

Leaving a sale pending

You can park a sale to continue it later. Add products or take the order as usual, then press Dejar Pendiente. The sale remains in the pending sales list without being completed or paid.

Pending Sales is available in the sales terminal’s top menu.

Pending sales also appear on Table Map:

• A sale assigned to a table appears on that table.
• A sale without a table appears as a ticket in the map’s lower panel.

Retrieving a pending sale

You can retrieve it in any of these ways:

• Open Pending Sales, select the sale and press Recuperar.
• On Table Map, press its assigned table.
• If it has no table, press its ticket in the map’s lower panel.

The sale returns to the terminal with its lines. You can add products, change it, send it to the kitchen again when appropriate or complete it.

Stock for any newly added products is deducted at that time. The next kitchen order includes only quantities not yet communicated.

Permissions during a sale

The identified employee’s permissions also apply to pending sales and other terminal actions. More sensitive operations may require a specific permission. When an employee attempts an unauthorized action, Sysme TPV reports the restriction at that point.

Assigning a customer to a sale

Assigning a customer is optional for a conventional sale. You can do so at any time with Assign to Customer. It becomes mandatory only when using Complete with Invoice, since an ordinary invoice must be issued to a named customer.

Both Assign to Customer and Complete with Invoice open the searchable customer list. If the customer is already registered:

1. Use the search fields above the list to filter it.
2. Double-click the customer in the results table.
3. On the record that opens, press Asignar Cliente a Venta on the right.

If the customer does not exist, create and save the record before assigning it.

Automatic application of customer tariffs

Special tariffs are assigned to customer types or groups, not directly to individual customers. A business might have VIP or special-customer groups with a tariff assigned to each.

If the selected customer belongs to a group with a tariff, Sysme TPV automatically applies that tariff to the current sale when the customer is assigned. Products use the corresponding special prices.

Applying discounts

Sysme TPV can discount one line or apply a general discount to a sale. In both cases, the identified employee needs sufficient permissions.

Discounting one line

Press the discount on the desired line in the sale’s product table. The panel lets you enter the discount as:

• Percentage (Percentage): Sysme TPV calculates the discount amount from that percentage of the line.
• Amount (Amount): Sysme TPV calculates the discount needed to reduce the line by the monetary amount entered.

The discount affects only the selected line.

Discounting the entire sale

Aplicar Descuento performs a bulk operation on the sale lines. How it works depends on the value entered:

• A percentage is applied to every line. For example, a 20% general discount gives each line a 20% discount.
• For a monetary amount, Sysme TPV calculates the percentage needed to reach the requested discount and applies it to the first sale line. For example, entering 20.00 on a sale of 100.00 should reduce the total by 20.00.

IMPORTANT: A general discount entered as an amount is not divided into partial amounts across every line. It appears as a calculated percentage on the first line.

Using promotional coupons

Create coupons in advance under CATALOG → SPECIAL PROMOTIONS. This is where the business manages coupons available for its sales.

Creating and configuring a coupon

For each coupon, you can define:

• Code: value entered or scanned in the sales terminal.
• Name: descriptive name identifying the coupon.
• Usage Type: unlimited or single use.
• Descuento: value of the benefit granted.
• Discount Type: whether that value is a percentage or a monetary amount.
• Fecha de inicio and fecha de fin: validity period.
• Usado: whether a single-use coupon has been consumed.

An unlimited-use coupon can be used in several sales with the same code. Its Usado flag does not affect availability.

A single-use coupon can be used only once. When applied, Sysme TPV marks it as used to prevent reuse of that code.

Applying a coupon during a sale

With a sale open, press Insert Promotional Coupon. Sysme TPV asks for the code, which can be typed or scanned with a barcode reader.

The program finds the coupon and checks whether it is within its validity period. For a single-use coupon, it also checks that the coupon has not already been used. If valid, it applies the configured percentage or monetary discount.

A nonexistent or expired code, or an already used single-use coupon, cannot be applied to the sale.

Completing a conventional sale

When the list is correct, press Complete Sale. This creates a simplified invoice, does not require a customer and requires payment before the sale can be completed.

Sysme TPV opens the payment window with the outstanding total suggested as the amount to collect.

The amount field is selected and ready for typing. You can accept the suggested total or replace it directly with the amount the customer gives you.

Selecting a payment method

Payment methods created under SYSTEM → PAYMENT METHODS appear below the amount. Choose one by:

• clicking it with the mouse;
• touching it on a touchscreen;
• using the shortcut key assigned to the payment method.

If a payment method is not linked to a device, Sysme TPV records the amount under that method and continues checkout.

If it is linked to Redsys TPV-PC, Paytef or a smart cash-payment machine, selecting it automatically starts communication with that system. Do not consider payment complete until both the device and Sysme TPV confirm it successfully.

Entering the amount received and calculating change

If the customer pays the exact total, leave the suggested amount as it is, select the payment method and accept.

If the customer gives more, replace the amount with what was received. Sysme TPV calculates and shows the change due before completing the sale.

EXAMPLE: On a sale of 50.00, if the customer gives you 100.00, enter 100.00. The program indicates 50.00 in change.

Check the amount received and change before finally accepting payment.

Using several payment methods

One sale can be paid using several methods. First enter the amount to be paid with the first method and select it. If that does not cover the total, Sysme TPV keeps the payment window open and requests the remainder.

Select another payment method and repeat until the full sale total is covered.

EXAMPLE: For a sale of 50.00, enter 25.00 and select Cash. Sysme TPV shows 25.00 still due. That balance can be paid by Card or another available method.

Each part is associated with its own payment method. If a method is linked to an automated system, that connection runs when the method is selected for its part of the payment.

Completing a sale with an invoice

Complete with Invoice starts a different process from a conventional sale. The invoice must be linked to a customer and can be completed with its amount unpaid, partially paid or fully paid.

Selecting or creating a customer

On pressing Complete with Invoice, Sysme TPV first asks for the customer to whom the document will be issued. Use the same customer list and search described under Assigning a customer to a sale.

If the customer is already registered:

1. Find the customer with the search fields.
2. Double-click to open the customer record.
3. Press Asignar Cliente a Venta.

Otherwise, create the customer before proceeding. The following details are required to save a new customer:

• Customer Type (Customer Type);
• Document Type (Document Type);
• Document Number, the applicable NIF, CIF or other identifier;
• Registered Name or Company Name (Registered Name).

Other customer details are optional for this process. Once saved, assign the customer to the sale.

Reviewing and completing the invoice

After the customer is assigned, invoice generation opens. Before confirming, you can preview the invoice or cancel its creation.

There are three ways to complete it:

• Complete Without Payment: create the invoice with its amount outstanding for later payment.
• Complete and Take Partial Payment: record a partial payment and create the invoice with the remainder outstanding.
• Complete and Collect Full Outstanding Amount: require full payment of the outstanding amount before completion.

Unlike a simplified invoice, an ordinary invoice can therefore be paid later or in part.

Electronic generation and printing

This final step applies both to a conventional sale, which creates a simplified invoice, and to an ordinary invoice.

If VeriFactu, No VeriFactu or TicketBAI is configured, Sysme TPV begins generating the electronic invoice before printing. This creates the required elements, including the QR code and electronic signature.

Electronic generation does not depend on printing. Even if the printer is disabled or you choose not to obtain a paper copy, Sysme TPV still generates the electronic invoice.

What happens next depends on print settings:

• By default, Sysme TPV opens the print-preview window, where you can inspect the document and decide whether to print or leave without printing.
• With preview disabled, the document goes straight to the configured printer.
• With the printer disabled, no printing starts.

Closing the preview without printing does not cancel the transaction: the document has already been created and the sale or invoice remains recorded.

Reprinting the last ticket

The sales terminal has an Print Last Ticket button. It lets you print another copy of the last ticket, for example if you initially chose not to print it and the customer later asks for one.

Viewing documents after a sale

Issued documents can be viewed under SALES → TICKETS (simplified invoices) or SALES → INVOICES (ordinary invoices). Each section has search fields, a document list and totals for the results. Double-click or double-tap a result to open its details.

For Tickets, you can filter by such fields as number, series, sale, date, time and payment method. For Invoices, criteria include number, series, customer, date, notes and payment method. Both lists offer printing and CSV export.

Accounting export for the accountant

Accounting Export is available in both SALES → TICKETS and SALES → INVOICES. It uses the filters applied to the list to prepare detailed results and lets you save them as a CSV file. It is separate from the ordinary list export and more detailed than the Z report.

The output has one row per ticket or invoice, with its identification, date and amounts. Separate columns show each tax type appearing in the documents and the amount paid by each payment method, including documents with several taxes or split payments. For invoices it also includes customer details and, where applicable, withholding amounts. The CSV can be given to an accountant or imported into compatible accounting software.

Obtaining another copy

In a ticket’s details, press Print Ticket; in an invoice’s details, press Print Invoice. Where the print preview appears, you can review the document and use its print and export options, including PDF export.

Invoices also have Email Invoice to Customer. It sends a PDF attachment to the customer’s email address and requires an outgoing mail server under SYSTEM → SETTINGS → E-MAIL.

Reviewing payments and other available details

Document details show their products, amounts and payments. For invoices completed unpaid or partly paid, you can later record another partial payment or pay the full balance. These actions change the payment status, not the issued invoice’s lines or amounts.

The screens let you edit document notes. For tickets, Ver o Cambiar also opens the associated customer; for invoices, use Ver Cliente. If a basic customer-record detail, such as the identification number, was wrong, it can be corrected there.

IMPORTANT: Correcting a customer record is not the same as freely editing an issued document. Products, taxes, transaction amounts and the ticket or invoice number must remain unchanged. If an issued document needs a tax correction, use the appropriate cancellation or correction process; do not edit its lines as if it were still an open sale.

With electronic invoicing enabled, document details offer options to view and regenerate the electronic record. Regeneration alone does not resolve a rejection: first check the cause and correct it appropriately. Submission status and responses are under SALES → ELECTRONIC INVOICING.

Canceling an entire ticket or invoice

Canceling an issued document does not delete or change the original. Sysme TPV creates a new offsetting document with its own number. It copies the products and prices but reverses each line’s quantity. The new document’s negative total offsets the original. Both remain on record.

To cancel a ticket, go to SALES → TICKETS, find it, double-click to open its details and press Anular Ticket. For an ordinary invoice, do the same under SALES → INVOICES and press Cancel Invoice.

Negative quantities return the products to warehouse stock. With electronic invoicing configured, Sysme TPV also creates the new document’s electronic record. Canceling a ticket requires an open point of sale. Cancellation buttons depend on the identified employee’s permissions.

IMPORTANT: The new document offsets the sale, but check separately how the money is refunded and recorded. Cancellation does not delete the original document.

Returning only some products

When a customer returns only part of a purchase, you can start a new sale in the terminal with the returned products and a negative quantity. For example, enter −2 for two returned units. The line amount is negative and the units return to stock. The employee needs permission to work with negative quantities.

When you complete the return sale, Sysme TPV processes the negative amount as money returned to the customer. A new ticket or invoice documents the result, depending on how the transaction is completed. The original sale document remains unchanged.

Managing a return with a voucher

Some businesses give a voucher instead of refunding cash. One way to organize this is to create a payment method called Voucher. When completing the return, select it to record the negative voucher amount. The customer keeps the return ticket as proof.

On a later purchase, select Voucher for the amount being applied. If it does not cover the full price, pay the rest with another method. This uses terminal payment methods and split payments; it does not mean that Sysme TPV automatically issues or tracks an individual voucher’s balance and expiry date.

Opening, movements and closing a point of sale

Use SALES → MANAGE POINT OF SALE to open and close the cash account for the point of sale in use. Here “cash account” means balance control for that point of sale, not necessarily the physical cash drawer.

Opening and closing are internal controls, not tax closings or mandatory reports. A point of sale can remain open for a long period, or be closed and reopened several times in one day to track separate shifts. Tickets and invoices remain the documents supporting sales.

Opening the point of sale

Select the point of sale and press Open Point of Sale. Sysme TPV offers to record an opening balance: enter the starting change for the shift or leave it at zero. Once open, balance movements are associated with that opening period.

The sales terminal requires an open point of sale. If it is closed, Sysme TPV directs the user to open it before starting sales.

Viewing and recording movements

Show Movements lets you view point-of-sale openings and movements. You can review collections and payments, descriptions, amounts, payment methods and employees, as well as totals by payment method. In addition to ticket and invoice collections, the balance may reflect manual cash inflows and outflows, supplier payments, starting change and withdrawals. A new movement can also be added from the movement list when appropriate.

Closing the point of sale

Pressing Close Point of Sale prompts Sysme TPV to confirm the closure and shows the balance. You can close while retaining that balance for the next opening, or record a withdrawal first. The closing report explains the balance through movement details and a breakdown by payment method; it is neither a Z report nor a fiscal document. Automatic printing on closure depends on the employee’s permissions. Movements and closings can also be viewed in their history.

Catalog management

Product categories

Categories organize the Sysme TPV catalog and help users find products both during catalog management and at the sales terminal.

Opening category management

From the main screen, go to:

CATALOG → CATEGORIES

This screen lets you create and edit categories, arrange them in a hierarchy, configure how they appear in the sales terminal and set related options.

Creating a category

1. Go to CATALOG → CATEGORIES.
2. Press Add.
3. Enter the Name (Name).
4. If needed, set the parent category, color, image, visibility and order.
5. Press Save.

Sysme TPV assigns the identifier automatically.

Categories and subcategories

Sysme TPV lets you organize categories in a hierarchy with several levels.

Drinks
├── Beer
│   ├── Domestic
│   └── Imported
├── Soft drinks
└── Wine

When editing a category, you can choose the parent category on which it depends. Sysme TPV prevents a category from being its own parent or a child of one of its descendants.

Primary and additional categories

Each product has a primary category and may also be associated with additional categories.

This lets a product appear in different parts of the terminal without duplicating it. For example, Non-alcoholic beer may have Beer as its primary category and appear under Alcohol-free as well.

Visibility in the sales terminal

Visible in Sales Terminal determines whether the category appears during a sale. A hidden category still exists in the catalog.

Color and image

Each category may have a color and an image to make it easier to recognize in the terminal.

Use genuine JPG/JPEG or BMP images, preferably JPG. Do not use files of another format with a renamed extension.

Images wider than 300 pixels are reduced proportionally to that width.

Category order

The sales terminal can order categories by:

1. Creation Order (creation order).
2. Alphabetical Order (A-Z) (alphabetical order).
3. Custom Order (custom order).

Custom Order uses Display Order (Display Order).

Current versions also include a visual tool for rearranging categories and products by dragging and dropping.

Editing a category

Select it in the tree, press Edit, make the changes and press Save.

Deleting a category

Sysme TPV will not delete a category if active products use it as their primary category. First assign those products a different primary category.

Its subcategories are not deleted with it. If it had a parent, they move under that parent; if it was a root category, they become root categories.

Any association of the deleted category as a product’s additional category ceases to apply.

OpenCart integration

The category form has OpenCart synchronization settings, including synchronization, a friendly URL, an HTML description and store selection.

Tips for organizing the catalog

Use a structure that makes products easy to find during a sale. Simple organization is usually best for small catalogs; in larger catalogs, subcategories can divide broad groups without filling the terminal with too many categories at one level.

Products

The product record brings together the information needed to identify, sell and manage an item in Sysme TPV. Beyond basic details, it provides access to tariffs, variants, batches, compositions, combinations, kitchen settings, suppliers, sales history and stock.

Opening product management

From the main screen, go to:

CATALOG → PRODUCTS

The management window has three main areas: Search (Search), Product (Product) and Actions (Actions).

Searching for products

The search can use criteria including:

• ID;
• additional ID;
• category;
• barcode;
• final selling price;
• tax;
• pre-tax price;
• product name;
• description;
• manufacturer;
• color;
• size.

There are also filters for products visible in sales, products that track stock and products used in other program functions.

A category search considers both a product’s primary and additional categories. Likewise, a barcode search can find the primary code or codes assigned to variants.

You can sort results by clicking list headers. Results are paginated.

Creating a product

To create a product:

1. Go to CATALOG → PRODUCTS.
2. Press Add.
3. Select its primary category.
4. Enter the basic product details.
5. Set the price and applicable tax.
6. Where appropriate, configure its barcode, stock tracking, visibility in sales, image or sale by weight.
7. Press Save.

Sysme TPV generates the primary product identifier automatically.

Some functions—such as additional categories, suppliers, extra images, sales information and stock—require the product to exist first and become available after its initial record has been saved.

Basic details

ID

The primary internal product identifier is generated automatically by Sysme TPV. You do not need to enter it manually.

Category

Every product must have a primary category.

This determines its normal position in the catalog and is used for searches, stock, tariffs, labels and other functions.

A product may also belong to additional categories. See Product categories for more information.

Name

This is the name used to identify the product in Sysme TPV.

Use a clear, recognizable name, particularly when the product will appear in the touch terminal, documents or external integrations.

Additional ID

Assigns an alternative reference to the identifier generated by Sysme TPV. It can serve as an internal or commercial reference and a search criterion.

Alias

Stores an alternative text name or reference for the product.

Description

Stores a longer description of the product.

Manufacturer

Associates the product with a manufacturer already registered in the program, which can then be used as a search criterion.

SEE ALSO: Manufacturer management.

Unit of measure

Specifies the unit used for the product, such as items, kilograms, liters or another description.

Weight

Stores the product’s weight as additional information. This is separate from Sale by Weight, which controls automatic scale use during a sale.

Display order

Display Order sets the product’s position when the sales terminal uses Custom Order (Custom Order).

If the terminal sorts by creation order or alphabetically, this value does not determine its position.

Current Sysme TPV versions also have a visual drag-and-drop tool for rearranging categories and products.

Add to Favorites

With Agregar a Favoritos enabled, the product appears in the sales terminal’s Favorites shortcut. Favorites is a shortcut, not an additional category.

Visible in the sales terminal

Visible in Sales Terminal determines whether the product appears among those available in the sales terminal.

Disabling it does not delete the product. It may still have stock, historical information and other Sysme TPV relationships.

Track stock

Track Stock enables stock tracking for the product. When enabled, Sysme TPV can deduct quantities during sales and track stock in the different warehouses.

SEE ALSO: Stock, warehouses and inventories.

Allow manual price changes in the sales terminal

Allow Manual Price Changes in the Sales Terminal lets authorized users change the price of a line after adding the product to a sale.

If disabled, Sysme TPV prevents manual price changes for this product. Employee permissions also apply.

This affects zero-priced products too. Although Sysme TPV normally asks for their price when added to a sale, it cannot assign one if manual price changes are prohibited for that product.

Sale by weight: activate the scale automatically

Use Sale by Weight; Activates the Scale Automatically for products whose quantity must be obtained from a scale.

When the scale has been configured correctly, selecting the product in a sale starts weight reading and Sysme TPV uses the result as quantity.

SEE ALSO: Scale setup and use.

Prices and taxes

Price

Price is the product price before tax.

Tax percentage

% Impuesto sets the primary tax percentage for the product. When a new product is created, Sysme TPV initially suggests the default tax from general settings.

Final price

Final Price is the selling price after adding tax to the base price.

Entering a tax-inclusive price

Impuesto incluido lets you enter the final amount you want the customer to pay.

When enabled, Sysme TPV interprets the amount as the final tax-inclusive price and calculates the pre-tax price automatically.

When disabled, the entered amount is treated as the pre-tax price and Sysme TPV adds the configured tax to calculate the final price.

EXAMPLE: To sell a product for exactly €10.00 including tax, use this option to enter €10.00 directly and let Sysme TPV calculate the corresponding base price.

Cost price

Cost Price is the product’s cost to the business. Sysme TPV uses it to calculate information such as profit and margin and for certain price-calculation tools.

Profit and margin

The product record automatically displays profit and margin calculated from its cost and selling price. The calculation may depend on the business’s general configuration.

Applying a margin to the purchase price

This tool calculates a selling price from the cost and a percentage margin. It can also round up to obtain more suitable retail prices.

For example, you can calculate the final selling price from cost and then round it to a chosen ending. The product must have a nonzero cost price for this tool to work.

Second tax and withholding

The product record also has fields for a second tax and withholding. Their use depends on tax settings and the type of transaction.

SEE ALSO: Product taxation and taxes.

Barcode

A product may have a primary barcode for quick identification during a sale or from product search.

You can enter it manually, capture it with a configured reader or use Auto to have Sysme TPV generate one.

If Sysme TPV detects that another active product already uses the code, it displays a warning.

IMPORTANT: Avoid using the same barcode for different products even if Sysme TPV allows you to continue after the warning. Duplicate codes can make searches and sales ambiguous.

Color, size or batch variants can have their own barcodes.

Images

Each product may have a main image. From its record you can load, replace, delete or export it. Sysme TPV proportionally reduces the image if it is wider than 300 pixels.

An Images tab lets you add several more images after saving the product.

Use genuine JPG/JPEG or BMP files; JPG is recommended because it is smaller. Simply renaming a PNG, WebP or other file is not enough: it must really be converted to JPG or BMP before loading.

As a general guideline, prepare product images no larger than 500 × 500 pixels. Larger images do not noticeably improve the terminal display, take more space and can load more slowly. Remember that the main image is automatically reduced if wider than 300 pixels.

Additional categories

Besides its primary category, a product can appear in others. The Categories tab lets you select these additional associations without changing the primary category.

This is useful when the same product must be accessible from different parts of the touch terminal.

SEE ALSO: Product categories.

Stock and quantities on hand

With Track Stock enabled, Stock → Existencias shows the quantity on hand in each warehouse. If the product has variants, their stock is also shown separately.

Here you can change:

• quantity on hand;
• minimum stock.

When you manually change the quantity from the product record, Sysme TPV records an inventory adjustment with both the previous and new quantity.

Stock → Delivery Notes shows the product’s incoming stock movements.

SEE ALSO: Stock, warehouses, inventories and delivery notes.

Colors and sizes

The Colores y Tallas tab lets you create product variants. Each variant can have:

• a color;
• a size;
• its own barcode;
• separate stock.

When you create a variant, Sysme TPV automatically prepares its stock tracking in the existing warehouses.

SEE ALSO: Colors, sizes and variants.

Batches and expiry dates

The Lotes y Fechas tab manages products by batch number and expiry date. Each batch may have its own barcode and separate stock.

This function includes options for stock deduction and choosing available batches during a sale.

SEE ALSO: Batches, expiry dates and FIFO management.

Product composition

Product Composition lets you define a product made from other products.

Choose the components and the quantity of each needed. Sysme TPV uses these quantities both to calculate the composite product’s cost and to update stock when it is sold.

When the main product is added to a sale, the program deducts each component’s configured quantity from stock. It multiplies that quantity by the number of main-product units sold. If the sale line is later changed or removed, stock is adjusted for the new quantity.

For example, a business might track stock in cartons of milk and sell a product named Glass of milk. If the composition specifies the portion of a carton needed for one glass, each glass sold deducts that portion from carton stock. Each glass does not need to be tracked as a separate physical warehouse unit.

Composition is particularly useful for prepared products, recipes, kits or items that consume a known quantity of other products. Reliable stock control requires the components’ stock tracking and warehouse quantities to be configured correctly.

IMPORTANT: Changing a composition changes stock consumption for future sales. Check each component’s unit of measure and decimal quantity carefully before selling.

SEE ALSO: Composite products and packs.

Combination options

Combinations prompt for or add other products when a main product is sold. Sysme TPV has three principal types:

One to one

Combines the main product with one chosen product and lets you define the result’s quantities, price and behavior.

It is most commonly used in hospitality, for example to sell a spirit and mixer together. Multiple combinations tend to be more useful in most other sectors.

Multiple without a surcharge

Lets you choose one or more add-ons during a sale without increasing the main product’s price.

It suits products offering alternatives within a fixed price. For example:

• a restaurant’s set lunch with a choice of included dishes;
• a computer whose price includes a choice of equivalent hard drives, processors or other components.

Multiple with a surcharge

Lets you choose one or more add-ons and adds each configured amount to the main product’s price.

Use it for optional extras: for example, a supplement to a drink or meal, or a phone sold with a separately charged case and charger.

How the panel behaves with multiple combinations

Both multiple types, with or without a surcharge, have two options for selection during a sale:

• Limit to One Combination per Product in the Same Sale: once an add-on has been selected, that same add-on is no longer available in the panel for that combination. With this off, it can be pressed repeatedly to add more than one unit.
• Close after Selecting a Combination: close the panel after one choice. With this off, it stays open for further add-ons.

These options can be combined. A set menu with several choices may keep the panel open while limiting each dish to one selection. A product that only needs one alternative may close the panel automatically after the first choice.

Combinations can also affect kitchen operations.

SEE ALSO: Product combinations.

Hospitality and kitchen

With the hospitality module enabled, the product record shows options controlling its kitchen behavior, including:

• Visible on Kitchen Orders (Visible on kitchen orders);
• primary kitchen printer;
• second printer for a copy;
• kitchen panel;
• kitchen order;
• automatically adding one unit per diner;
• asking for kitchen options when the product is added to a sale;
• available kitchen options for the product.

The hospitality and kitchen chapters cover these functions in more detail.

SEE ALSO: Hospitality, orders and kitchen.

Tariffs

The Tarifas tab lets you view and change special prices defined for the product. A tariff can have its own pre-tax and final price.

SEE ALSO: Special tariffs.

Suppliers

The Proveedores tab associates one or more suppliers with a product. These associations assist purchasing and supplier management.

SEE ALSO: Suppliers and purchases.

Viewing a product’s sales

The Sales tab shows product activity over a selected date range, including:

• total sold;
• related tickets;
• related invoices.

You can open the corresponding document from the ticket and invoice lists. This is useful for a quick look at a product’s sales history without leaving its record.

Copying a product

Copy Product creates a new product based on an existing one.

Sysme TPV copies much of its configuration, including general details, prices, images, additional categories, suppliers, composition and certain combinations.

The new product receives its own identifier and a new automatic barcode. Its initial name includes COPY to distinguish it from the original.

IMPORTANT: A copy is not a complete clone. Stock, batches, color/size variants and certain specific settings may not be copied. Always review the new product before using it.

Labels

Product management can prepare and print labels. You can set a number of labels per product or use stock quantity as the number to print.

Where variants exist, labels can use specific information such as barcode, color, size, batch or expiry date.

SEE ALSO: Labels and barcodes.

Importing and exporting products

From the product Search tab you can import information from a CSV file and export the currently loaded list to CSV or Excel. These tools are intended to add data to or extract data from the catalogue; they do not replace a Sysme TPV backup.

Preparing the CSV import file

Click Import from CSV, select the file and configure how it should be read:

• Values separated by: accepts a semicolon (;) or comma (,).
• First line contains field names: enable it when the first row is a header rather than a product. The import will then start on the second line.
• Quoted text values: enable it when text values are enclosed in double quotation marks.

Click Open File to read it. Sysme TPV uses the first row to display its columns on the mapping screen, even when that row has not been marked as a header. It is therefore advisable to prepare the CSV with a descriptive first line and enable the field-names option.

Before importing a large file, make a backup and test the process with just a few rows. An import can change existing products, create products and categories, and change stock quantities.

Mapping the columns

Under Map fields, assign each CSV column to the product detail that should receive it. The fields currently supported by this tool are:

• Id;
• Additional ID;
• Barcode;
• Category;
• Product;
• Price;
• Tax %;
• Cost Price;
• Stock.

You do not have to map every column. For an existing product, unmapped details are not updated. Check the correspondence between price, tax and cost price particularly carefully before running the import.

If the file contains a category that does not yet exist, Sysme TPV creates it and assigns the product to it. Check spelling and capitalisation beforehand to avoid accidentally creating separate categories.

Choosing the key field

Key field determines how Sysme TPV searches for an existing product. It can use:

• Id;
• Additional ID;
• Barcode.

When a match is found, that product is updated with the mapped fields. Select a column whose values are unique and stable. A duplicate code or an incorrect reference may cause a different product to be updated.

The Add products when the key field is not found option controls what happens when there is no match:

• when enabled, Sysme TPV creates a new product using the mapped data;
• when disabled, that row does not create a product.

IMPORTANT: The import does not provide an overall preview or an action for undoing every change. Check the key field, mappings and backup before clicking Import.

Importing stock quantities

To import the Stock column, map it to that field, enable Import stock value and select the destination warehouse.

The imported value is set as the product’s stock quantity in the selected warehouse; it is not treated as an amount to add to the previous quantity. Do not enable this option if the CSV does not contain a valid stock value for every row you intend to process.

The stock import applies only to the selected warehouse. It does not distribute quantities between warehouses and cannot specify a different warehouse on each row.

Running the import and reviewing the result

Click Import to process the rows. The window displays progress, the number of Updated records, the number of Errors, and a log containing details of the errors found.

When it finishes, review the products created or changed, together with their categories, prices, taxes and stock quantities. A row being reported as updated does not replace this functional check of the result.

Exporting the product list

The Export to CSV and Export to Excel buttons save the columns from the results table currently loaded. Before exporting, use the search filters to narrow down the products and sort the list if necessary.

The list is paginated. The export therefore contains the records loaded on the current page, not necessarily every page matching the filters. If you need to extract the entire catalogue, go through and export the required pages or temporarily change the number of records per page when the volume allows it.

The export creates a copy for use outside Sysme TPV. Changing the CSV or Excel file does not change the catalogue unless it is explicitly imported again using the CSV tool.

The selected product’s main image can be saved separately with Export Image from its record. It is exported as a BMP file and is not included in the CSV or Excel export.

Bulk actions

Actions performs certain changes on the set of products returned by the search. Among other operations, it can change prices in bulk and apply some hospitality- or batch-related settings.

IMPORTANT: Bulk actions affect every product in the search results, not just the one currently selected. Always review filters before running them.

SEE ALSO: Bulk product actions.

OpenCart

The product record includes settings for products synchronized with OpenCart, such as:

• enabling or disabling synchronization;
• an HTML description;
• a friendly URL;
• synchronization of HTML content;
• store selection;
• images.

The full configuration and operation of this integration will be covered separately.

SEE ALSO: OpenCart integration.

Sysme Cloud

New products, product changes and changes to related elements can be synchronized with Sysme Cloud when the service is enabled.

Product management from Cloud, synchronization and available capabilities are explained in the dedicated chapter.

SEE ALSO: Sysme Cloud.

Deleting a product

Deletion asks for confirmation and is final. Once deleted, the product cannot be recovered from Sysme TPV.

Its current relationships and settings are also removed, including packs and combinations, additional categories, tariffs, suppliers, kitchen options, images, variants and OpenCart associations.

On installations upgraded from older versions, Sysme TPV may internally retain a minimal reference containing the product’s identifier and name. This only preserves compatibility with older data: the product is treated as deleted, cannot be used again and cannot be restored.

IMPORTANT: If you only want to hide a product temporarily in the terminal, disable Visible in Sales Terminal instead of deleting it.

Products generated by certain one-to-one combinations cannot be deleted directly. Change or remove the combination on the main product instead.

Sysme TPV Mobile

Sysme TPV Mobile provides a working terminal in a phone or tablet browser connected to the local Sysme TPV installation. It works with the business’s same sales, employees, products, tables and warehouses. It is not the Sysme Cloud web administration: Mobile works with the local POS system.

Identifying yourself and entering

The login screen shows active employees. Select the employee who will work. Identification then follows the setting in Sysme TPV under SYSTEM → SETTINGS:

• If password identification is enabled, Mobile asks for the password before entering. Employees must have different passwords.
• If a password is not required, selecting the employee is enough.

Mobile applies the identified employee’s permissions in both cases.

After login, the menu shows the employee, warehouse and point of sale in use. It provides Sales Terminal, Panel de Cocina and mobile interface settings. Sign out returns to employee identification.

Access address and startup

When Sysme TPV starts, it automatically prepares Mobile’s required configuration and starts the local web server. Users do not have to configure connection files manually on every startup.

The address depends on the Sysme TPV computer’s local-network IP address. The MOBILE button on the main screen opens Mobile in that computer’s browser at the detected address. From a phone or tablet on the same network, use that address with the local IP of the computer running Sysme TPV. Its current form is http://COMPUTER-IP:4406/pos/index.php.

If the computer’s IP changes, the address used by other devices changes too. Automatic server setup does not replace the need for those devices to be able to reach the computer over the network.

Working from the Sales Terminal

Sales Terminal shows pending transactions and lets you start a new sale or retrieve an existing one. If the business uses dining rooms and tables, select the room and work with its table map. Depending on the setting chosen, the list can show every sale or only those in the active room.

An open sale has Catalog, Sale and Options sections. Find and add products from the catalog; the sale tab shows its lines. Visible actions include leaving the sale pending, sending it to the kitchen and completing it. Options for an open sale include adding notes, changing table or tariff, printing a provisional ticket and canceling the sale, subject to the required permissions.

Product combinations keep their own selection process in mobile sales. See the products chapter for how they work rather than duplicating it here.

Choosing whether to print a ticket

During payment in Mobile, Print Ticket: Yes / No (Print ticket: Yes / No) is offered. The default is Yes. Your choice is retained as a preference for subsequent sales, but can be changed on the payment screen.

Choosing No prevents physical printing. It does not stop creation of the simplified invoice or Sysme TPV’s electronic-invoice processing when applicable. Printing is separate from generating the fiscal document.

Adjusting the mobile interface

Under Settings, you can adjust the visible rows and columns of categories and products, as well as the height allocated to products. You can show or hide the map button and pending-sales list. If displayed, the list can include all sales or only those in the active room. Restore Recommended Settings resets these settings to their recommended values.

Mobile kitchen panel

Panel de Cocina is available from the Mobile menu. Its settings can order tickets by sale number or date and time, show products assigned to this panel or all panels, and choose whether completed orders with unserved products remain visible. It can also show or hide lines already served.

You can set the refresh interval, number of columns and text size. Changes are applied to the panel and saved for later use.

SEE ALSO: Kitchen and order management. Preparing, serving and closing orders deserve a separate chapter.

Sysme Cloud

Sysme Cloud is a web environment linked to the local Sysme TPV installation. Do not confuse it with Sysme TPV Mobile: Cloud organizes information by company and business location, while Mobile is a work terminal connected to the local POS system.

Accessing and choosing a location

After signing in, Sysme Cloud lets you select the location to work with. The information and functions shown belong to that location. If a company has several locations, check the selection before reviewing figures or changing the catalog. The interface can appear in Spanish or English.

Available sections

The current menu provides a dashboard, reports, tickets, invoices, cash movements, products, categories, public menu or catalog settings, variants, kitchen notes and customers. Depending on the screen, these let you view and manage information for the selected location.

A Cloud section does not necessarily replace the equivalent Sysme TPV Windows screen completely. Synchronization and the scope of changes need to be established for each data type before recommending a workflow between the two systems.

Public menu or catalog

From Catalog Settings, you can open the public link and see a preview. Public enables or disables availability. You can also choose presentation as a Menu (Menu) or Catalog (Catalog).

Categories and products have three independent ordering options: creation order, alphabetical order or the order set in the catalog. The public view shows visible categories and products, with search, primary categories and, where present, favorite products. Each product may show its price and description. Visitors can switch between Spanish and English.

The current public menu or catalog is for viewing only. Visitors can browse products, but cannot order from a table or send an order to the business through this page.

Disabling publication makes the menu or catalog unavailable through its public link; it does not remove products from Sysme TPV.

Table ordering is planned for future versions. It is not part of the functionality covered here until it has been implemented and verified.

Synchronization with the POS system

If the business is already connected to Sysme Cloud, Sysme TPV starts the synchronization service automatically at startup. Users do not need to open SysmeSync separately for normal operation.

The service checks and synchronizes changes relevant to Cloud. After a successful synchronization, the next automatic check is scheduled for approximately two minutes later. Changes in Sysme TPV may therefore take time to appear online. After a failure, retries use other intervals and updates may take longer. Before assuming data is missing, also check that the correct location is selected.

Stock, warehouses and goods received

Stock is tracked by product and warehouse. If a product has sizes, colors or batches, those variants may have separate stock. Before recording a receipt, transfer or inventory, check the chosen warehouse and variant: a movement in another warehouse will not correct stock in the one used for sales.

The main screen’s STOCK area provides Warehouses, Goods Received, Stock Transfers, Inventory Management and Informe de Existencias.

Viewing stock

STOCK → INFORME DE EXISTENCIAS shows recorded stock. Filters include warehouse, product, identifiers, barcode, supplier, category and size. Results are divided into general stock, products at minimum stock, expiry dates, and sizes or colors.

The general view shows stock and purchase and selling prices. Valorar calculates the filtered records’ total quantity and value at purchase and selling prices, including their tax-inclusive values. It values the selected set; it does not receive or adjust goods. Lists can be exported to Excel or CSV, and some views also support HTML.

Products at Minimum Stock helps you find items at their configured minimum level. Fechas de Caducidad and Tallas y Colores let you inspect variant details without confusing them with general stock.

Recording goods received

Go to STOCK → GOODS RECEIVED and press New Delivery Note. Select the supplier, enter the date and save the header. Then find and add the products received. For each line, enter quantity, purchase price, destination warehouse and, where applicable, the variant, taxes and discount.

When a line is accepted, Sysme TPV adds its quantity to that product’s stock in the chosen warehouse. You need not wait until the entire delivery note is closed for the line to affect stock. The program retains the latest purchase price and recalculates the weighted average cost when stock was already recorded.

Receiving goods includes an option to save the new purchase and selling prices on the product record. Using it can change product prices as well as stock; leaving it off records the goods without that price update. Check this option before adding products if supplier prices have changed.

Saved delivery notes can be found by supplier, date, number or included product. Their details show lines and totals, let you create labels and link the delivery note to a supplier invoice. Supplier invoices will be covered separately.

IMPORTANT: Removing a product from an entered delivery note or deleting the note in the ordinary way may deduct the quantities that were previously added to the warehouse. Delete Delivery Note Without Changing Stock is a separate action: it deletes the document record but keeps the stock. Choose according to the effect you need; the actions are not equivalent.

Transferring goods between warehouses

Go to STOCK → STOCK TRANSFERS and create a New Transfer. Select the source and destination warehouses, enter the date and add notes if appropriate. Find the products, choose a variant if present and enter the quantity to transfer.

When a line is processed, Sysme TPV deducts the quantity from the source warehouse and adds it to the destination. If there is no stock record for the product at the destination, it creates one. Processed lines are identified so reviewing a transfer does not repeat the stock movement.

You can find transfers by number, dates and source or destination warehouses. Their details let you review products and export the list. Before deleting a transfer or line, check whether it was processed and verify stock in both warehouses afterward.

Recording a physical inventory

STOCK → INVENTORY MANAGEMENT records a count for a warehouse and date. Create a New Inventory, choose the warehouse, save its header and add the counted products with their actual quantities.

The quantity entered on an inventory line replaces the previous quantity of that product or variant in the chosen warehouse. It is not treated as units to add or deduct. For example, if the system shows 12 units but you count 10, enter 10: stock becomes 10. The inventory details also retain the previous quantity for comparison.

You can find inventories by number, dates, warehouse or product and export their lines. When you delete an inventory line, the program attempts to restore the quantity previously saved for it. Check stock before deleting an old inventory if later movements have occurred.

Sales reports

REPORTS displays results from recorded activity, with filters above and results below. Depending on the report, you can filter by date and time, point of sale, warehouse, employee, category, product, customer, series, supplier or manufacturer.

Informe de distinguishes sales, breakage, complimentary items, self-consumption, other concepts, canceled sales and pending sales. Results can be grouped in views such as totals, categories, products, employees, taxes, tables, days, payment methods, customers, manufacturers, coupons and turnover. Not all filters or groupings apply to every transaction type.

Where offered, switch between List (List) and Chart (Chart). Charts can display totals or profit grouped by years, months, days or hours. Lists can be exported to CSV, Excel or HTML for use outside Sysme TPV.

Z report

The Z button prepares a summary of activity between the dates selected at the top of REPORTS. Choose a day, quarter or any other required period. It breaks down sales, taxes and payment methods.

It is useful for checking accounts or giving to an accountant, but does not replace the tickets, invoices or fiscal records documenting each transaction. You can run it for another period without creating a cutoff point in sales.

Numbered Z report

Z-N follows the closing model of older cash registers. Instead of using the selected start and end dates, it reports movements not yet included in a saved numbered Z report. Each saved report therefore sets the starting point for the next.

Sysme TPV shows the report first and then asks whether to save it. Save assigns a number and fixes the cutoff. Merely viewing it without saving does not create a cutoff for the next numbered Z report. Previously saved reports can be viewed again from their list.

Use Z for a freely chosen date range; use Z-N only if the business wants a sequence of numbered closings.

Why sales and payment-method totals may differ

The period’s sales total need not equal its payment-method totals. An invoice may be issued during the period but remain unpaid, so the sale appears then but its payment does not. Conversely, an earlier invoice may be paid during this period.

Before treating a difference as a reporting error, review outstanding invoices, partial collections and payments of invoices from earlier periods.

Appendix: smart cash-machine integration (standard format)

This appendix describes Sysme TPV’s standard protocol for integrators. It is not the Cashlogy Tickets protocol or internal documentation for the external Cashkeeper connector.

Configuration and responsibilities

The user chooses the standard format, an existing directory and a payment method under Payment Systems. The external connector must read requests from that directory, control the device and publish the outcome. In this mode, Sysme TPV does not directly control the hardware.

The fixed filenames are command.txt and response.txt. It is best to dedicate a folder to each payment channel and process operations sequentially: the protocol has no unique transaction identifier and cannot isolate simultaneous requests in one folder.

Requests

Sysme TPV writes one line to command.txt, replacing its contents:

The amount is calculated by multiplying the transaction value by 100. For example, collecting 12.50 normally produces charge,1250. The code uses regional numeric conversion; it does not specify integer rounding or a decimal format independent of Windows. Before certifying a connector, the integrator must check actual amounts and the installation’s regional format, including negative values.

The file-writing operation does not specify an encoding. The commands above use ASCII characters. The connector must accept a trailing newline.

Confirmation

While waiting, Sysme TPV checks response.txt. It accepts an operation when the text contains both:

• the entire original command, including its amount;
• the literal text indicted, with this spelling and lowercase letters.

For example, this response meets those conditions:

charge,1250 indicted

Sysme TPV checks the content rather than parsing formal fields. This example shows what it recognizes; it is not a format documented by a cash-machine manufacturer.

After recognizing a response, Sysme TPV deletes response.txt and treats the requested amount as accepted. It cannot obtain a partial amount from the response. A response that does not match stays in the directory and does not end the wait. This service has no recognized format for rejection, error or progress, and no automatic maximum waiting time.

Cancellation and pending files

On cancellation, Sysme TPV writes cancel to command.txt and stops waiting locally without waiting for device confirmation. The connector must handle physical cancellation and any cash already inserted.

Sysme TPV does not delete an old response when starting the standard mode. A leftover response with the same command and amount could incorrectly confirm a later operation. The connector must manage file lifecycles, delayed responses and restarts to prevent this. It must not publish indicted until the physical outcome has been confirmed.

The service also does not delete command.txt after acceptance. The connector must avoid executing the same command repeatedly. Publishing a complete response using a temporary file and then renaming it reduces the risk of Sysme TPV reading incomplete content. This is a connector implementation recommendation, not a guarantee of the current protocol.

Testing a new integration

Test payments, payouts, cancellations, restarts, delayed responses, missing responses, inaccessible files and two successive operations of the same amount in a controlled environment. Verify that a physical failure is never reported as full acceptance and that an operation is not duplicated.

The current standard protocol cannot report partial payments or confirm to Sysme TPV that a physical cancellation has finished. If the device needs those capabilities, agree on an extension before putting it into service.