CORE POS Offsite Process

The CORE POS offsite solution offers a very similar experience to operating in the store. Once you open the store while connected to the network and completing a few additional steps, you are ready to ring transactions at offsite events in both online and offline modes. With a WiFi connection, you can also close the register on-site after the event has ended.

When connected to the network at the store, the most current inventory file is downloaded overnight. The inventory file includes merchandise, item, pricing, and tax updates. Whenever possible, it is important to stay connected to the network when in-store overnight to receive any inventory or application updates.

When ringing transactions online through a WiFi connection, you no longer need a stand-alone terminal for credit cards or campus cards. You can connect an existing PIN Pad to the laptop using a USB to serial adapter to avoid using an stand-alone terminal.

If you have offsite events over an extended period of days, when connected to WiFi, you are accessing the store server and have access to the updated inventory information and current promotions. However, the steps detailed in this topic direct you to access CORE POS and WiFi in a specific order to avoid full inventory file updates and delays in launching the application at your event. When connected via WiFi, there is no risk in accessing outdated inventory information. If offline, CORE POS uses data from the most recent update.

Getting Started

• Determine the best offsite solution for your store - using a register or a laptop.
  • Review the CORE POS In-Store and Out of Store Operations Matrix for details on each solution.
    
  • Future: The store solutions team is working to identify a new solution to replace the current register configuration for offsite. More details to follow.
  • If you have any questions, email Store Solutions.
    
• Determine the best WiFi connectivity solution based on your needs.
  • See CORE POS WiFi Connection Options for complete details.
• Once the solution is identified, contact the Follett Support Center (Technology Support ► Hardware ► New Equipment Request) to request an offsite solution.
  The Follett Support Center facilitates ordering and shipping the solution to your store, based on the request.
• Follow the process steps below once the offsite solution is received.
  • Register Solution
  • Laptop Solution (Existing Laptop Users Only)

Register Solution

With the addition of an external USB WiFi adapter and Zscaler, you can also use an existing CORE POS register in online mode at an offsite event. The offline solution does not require WiFi connectivity or Zscaler.

You will need the following:

Getting Started

Preparation for the Offsite Event

One Week Prior to Event

Two Days Prior to Event

Day of the Event

• Connect the registers to the store network and sync with the offline data before the start of the event.

While connected in online mode:

Both online and offline

• Open the store, if not already opened.
• Open the register in Back Office.
  • Click the check box next to the register(s) that need to be opened for the event.
  • Change the Register Mode to Offsite from the drop-down menu, then select Open.
    Important: Register Mode indicates register location. It does not disconnect or connect the register to the network.
    
• Open the till and attempt to log into the CORE POS register application before taking the register offline.
  Important: This step is crucial, given that when the POS button is selected, the till is synced with the store open status and other start of day tasks.
  • Event Till # Ranges:Use these till # ranges for offsite events based on the type of event. This allows you and the home office to track offsite event revenue and account for different commission calculations, if applicable.
    • Game Events: 5000-5199
    • Graduation: 5200-5399
    • Trade Book Events: 5400-5599
    • Homecoming: 5600-5799
    • Other Events: 5800-5999
• If tax rate at offsite event is different than the store location, complete offsite event tax setup for each offsite event register. You will need the full address for the offsite event location to configure the register.
  Important: You must complete these steps when connected to the network to setup the tax for each register being used at the offsite event. 
  • Select More►More►Offsite Event from the CORE POS main screen.
    The offsite event details screen displays.
    
  • Select Yes from the Enable Offsite Event drop-down.
  • Enter the Event Start and Event End dates.
    Note: After the event, you can manually disable the Offsite Event by changing the Enable Offsite Event drop-down back to No. Otherwise, the tax rate will return to your local store rate based on the Event End date entered.
  • Enter State/Region, City, Postal Code, and Address Line 1 where the event is located.
    Note: These details allow CORE POS to calculate the correct tax based on the specific location.
    
    Important: Review all address information entered to confirm accuracy. This ensures the tax is calculated correctly for the location.
  • Select Next/Enter.
    A message displays confirming that the offsite event has been configured for the date range entered.
    
    • Select Enter to dismiss the message.
      
    
  • Important: If the tax rate cannot be confirmed by Vertex or the register was not configured while connected to the network, an error displays.
    
    • Select Enter to dismiss the message.
    • Enter the offsite event tax rate and select Next.
      Be aware the tax rate entered is applied to all merchandise.
      
    • Complete a test transaction (and then a refund to reverse) while still connected to the network to confirm that the register is calculating the tax correctly for the off-site location.

• Unplug the registers from the store network.

At Event

1. Setup the hardware.
   • Plug-in the hardware to the power outlet and connect all peripherals.
     • Secure the key rings to the register and PIN Pad, then connect the cable.
     • Online Only: Connect the USB WiFi adapter to an available USB port.
     • Online or Offline: Run the PeripheralSetupUtility before you launch the register application.
       Note: If after execution of the PeripheralSetupUtility, if there is a screen at the end asking you to select an option between Install Using Compatibility or Installed Correctly, select Installed Correctly to complete the setup.
2. Log onto the register and launch the CORE POS register application using the desktop icons.
   If offline: Skip to step 4.
   
3. Log onto the register and launch the CORE POS register application using the desktop icon.
   Important: Ensure that the register is not connected to WiFi or Zscaler at this point. This crucial step avoids the data sync from the server over WiFi which can delay the client launch.
4. Once the POS register application is launched, minimize the application by pressing the Windows + D keys on your keyboard.
   If offline:
   Switch to the CORE POS register application and click the POS (F3) button to log into the POS application. Then, you can start to ring transactions.
   If online: Continue with steps 5 -11.
   

5. Connect to the available WiFi, then connect to Zscaler.

6. Log into Zscaler to connect to the Follett network.
   See Zscaler VPN Instructions for details.

7. Test the connection by launching The Quad to confirm the laptop has established connectivity to the store network using Zscaler.
8. Launch CORE Back Office using the icon on the desktop.
9. Open the store, register and till from CORE Back Office.

10. Switch to the CORE POS register application and click the POS (F3) button to log into the POS application.
    Confirm that you do not receive any message stating that the store is offline to ensure online connectivity.

11. Start to ring transactions.

Offline or Lost Connectivity

If the WiFi signal strength drops or is not available, you are no longer connected to the network. You must disconnect the WiFi, which moves the register into offline mode. Continue ringing transactions in offline mode.

Important: When not connected to the network, only Cash and Credit (with manual authorization) tenders are available.
Note: The customer swipes or inserts their credit card on the PIN Pad. When the Offsite Tender screen displays, enter the manual authorization code. If you cannot contact the bank for authorization, enter your store number when prompted for the manual authorization code.
If a debit card is inserted, the PIN Pad prompts the customer for their PIN. PIN based transactions are not available in offline mode. When prompted for PIN, direct the customer to press the green/ O button to process as a credit card.

All transactions processed in offline mode receive a valid authorization once the register is reconnected to the network. This includes:

• Offline
• Manual input of fake code
• System wipe
• System request of real authorization

See Tender Offsite with Wireless (Stand-alone) Credit Card Terminal in the Tender with Credit/Debit Card topic.

End of Day

Both Online and Offline:

• Confirm the register is in Online mode, by ensuring the register is connected to WiFi or plugged back into the store network, then close the till.
  Important: If offline and unable to connect to WiFi, you must return to the store at the end of the day to reconcile tills and registers once you are connected.
• Offline Solution: Connect the register to the network. Power on and log onto Windows immediately and sign into CORE POS immediately. After your store transactions complete uploading to CORE POS, you can sign off of CORE POS, but you need to leave the PC on for at least an hour for transactions to sync up when connected to the network and credit card settlement. This will eliminate any credit card settlement issues.
  Important: You must sync up transactions to the network within one day of the transaction to process credit card authorizations for any offline transactions. Once the register is connected to the Follett network, authorizations are requested automatically.
• Reconcile the till(s).
  Important: Before closing the register, run the Till Status Report to ensure all tills are closed. If a till is not yet closed, do not proceed with closing the register to allow all transactions to process. This also prevents any out of balance issues.
• Disable offsite event tax setup: If the event ends before the original Event End Date entered, you must disable the offsite event tax setup to return to your regular store tax rate.
  Important: This step must be completed when connected to the network.
  • Select More►More►Offsite Event from the CORE POS main screen.
    
    
    The offsite event details screen displays.
    
    
    
  • Select No from the Enable Offsite Event drop-down.
    
    A message displays confirming that the offsite event ended successfully.
    
    
  • Note: If the offsite event ends on the original Event End Date, the register will automatically return to your regular store tax rate on the following day.
• Close the register(s).
• Complete all remaining End of Day—Close the Store activities.
• Additional reporting has been added to support offsite functionality.
  • Register Mode has been added in Adhoc search and Sales Slip History, so you can filter by Offsite mode. You can select All, Instore, or Offsite.
  • Offsite Counts are also listed on the Till Count Summary Report.

End of Event

• Close the till from the CORE POS application.
• Minimize the POS application using Windows + D.
• Reconcile the till, close the register, and close the store from CORE Back Office.

Extended Event - No Daily Return to Store

Day 1

In Store—Connected to the store network

• Plug the registers into the store network and sync application before the start of the event.

While connected in online mode:

• Open the register(s) in Back Office and follow the Day of the Event setup instructions.
• Unplug the registers from the store network.

At Event

• Follow the At Event instructions to setup the hardware, log into the register, and ring transactions.

End of Day
Note: You must connect to WiFi to complete the end of day activities.

• If physical store is still open, reconcile the till(s) and close the register(s) when connected to WiFi.
• If physical store is closed, reconcile the till(s), close the register(s), and complete all End of Day activities, then close the store.

Day 2

• Open the day in the store.

At Event

• Log onto the register and launch the CORE POS register application in offline mode.
• Connect to the available WiFi, then connect to Zscaler.
• Open the register(s) and till(s) in CORE Back Office.
  Reminder: Use the event till # ranges when opening the tills.
• Complete a till loan at the register.
• Start ringing transactions.

End of Day
Note: You must connect to WiFi to complete the end of day activities.

If not returning to the physical store:

• If physical store is still open, reconcile the till(s) and close the register(s) when connected to WiFi.
• If physical store is closed, reconcile the till(s), close the register(s), and complete all End of Day activities, then close the store.

If returning to the physical store the same day:

• You can keep the store open and close the store when your return to physical store that evening or the next morning before the start of business. Then, start the new business day.

Important: You must close the store and open a new business day to ensure sales transactions post accurately. Sales results post based on the business date of the transaction.

Important Reminders for Offline/Offsite Registers

For offsite events or transactions rung in offline mode, once the register returns and/or is reconnected to the network, allow ample time for the transaction data to sync. Once the sync is complete, use the Close Old Tills option to close the till from the POS, then reconcile the old till in CORE Back Office, and close the register. See CORE POS Offsite Troubleshooting Tips for additional details on Offsite Start of Day/End of Day.

DO NOT perform any online transactions until the old tills are closed and reconciled. (Offsite/offline register is reconnected to the network, register and tills are closed and reconciled.)

Day 3 and Beyond

Repeat Day 2 activities as necessary until the end of the event.

Laptop Solution

Note: This section applies to existing laptop users only. In FY21, the store solutions team is working to identify a new solution to replace the current laptop setup. More details to follow.

For a fully functional mobile offsite solution, you will need the following:

The laptop will come imaged with the CORE POS application, all necessary icons, and the Zscaler client. You must ensure that all applications are current when preparing for the off-site event. In addition, all users must be set up and configured as a Zscaler user in advance.

Important: A wireless credit card terminal is not required for the CORE POS offsite solution.

One Time Setup

• Request Zscaler user access.
• Plug laptops into store network and leave for at least 1.5 hours.
• Configure the register in CORE POS Back Office.
  • Access CORE POS Back Office ► Store Ops ► Register ► Configure Registers.
  • After the register is added, you can open the register, open the till, and proceed with ringing transactions.
• Plug in all peripherals based on the standard setup.
  • Once peripherals are connected, click the Configure Com Port utility to ensure peripherals are configured correctly.
• Ring a few transactions to ensure that there are no issues.
  • Ring at least one credit card transaction in online mode before taking to an event for the first time.
  • New laptops: If you receive any new laptops from the FHEG Depot, you must complete the credit card test transactions on the PIN Pad for online and offline mode before taking to the offsite event.

Preparation for the Offsite Event

One Week Prior to Event

• Identify all team members who are to work the offsite event.
  Note: If not already set up, submit a SAR for each team member requesting user setup under Zscaler access.
• Test WiFi connectivity at the offsite location to confirm the mode which you will operate. If necessary, work with the Follett Help Center to resolve any WiFi connectivity issues.
• Review CORE POS Hardware Setup for Events for tips from ASU!
• Review the Troubleshooting Tips to be aware of potential issues and their resolution.

Two Days Prior to Event

• Ensure that all CORE POS users scheduled for the event have logged into Windows on the laptops.
  Note: There is a restriction that only the last ten profiles are saved, so ensure that team members expected to work on the laptop for an event are logged in one day prior to the event.

Day of the Event

• Plug the laptops into the store network and sync with the offline data before the start of the event.

While connected in online mode:

• Open the register in Back Office.
  • Select the check box next to the register(s) that need to be opened for the event.
  • Change the Register Mode to Offsite from the drop-down menu, then select Open.
    
• Open the till and attempt to log into the CORE POS register application before taking the register offline.
  Important: This step is crucial, given that when the POS button is selected, the till is synced with the store open status and other start of day tasks.
  • Event Till # Ranges:Use these till # ranges for offsite events based on the type of event. This allows you and the home office to track offsite event revenue and account for different commission calculations, if applicable.
    • Game Events: 5000-5199
    • Graduation: 5200-5399
    • Trade Book Events: 5400-5599
    • Homecoming: 5600-5799
    • Other Events: 5800-5999

• Unplug the laptops from the store network.

At Event

1. Setup the hardware.
   • Plug-in the hardware to the power outlet and connect all peripherals.
     • Secure the key rings to the laptop and PIN Pad, then connect the cable.
     • Connect the USB WiFi adapter to an available USB port.
2. Log onto the register and launch the CORE POS register application using the desktop icons. If offline, skip to Step 4.
   
3. Log onto the register and launch the CORE POS register application using the desktop icons.
   Important: Ensure that the laptop is not connected to WiFi or Zscaler at this point. This crucial step avoids the data sync from the server over WiFi which can delay the client launch.
4. Once the POS register application is launched, minimize the application by pressing the Windows + D keys on your keyboard.
5. Connect to the available WiFi, then connect to Zscaler.
6. Log into Zscaler to connect to the Follett network.
   See Zscaler VPN Instructions for details.
7. Test the connection by launching The Quad to confirm the laptop has established connectivity to the store network using Zscaler.
8. Launch CORE Back Office using the icon on the desktop.
9. Open the store, register and till from CORE Back Office.

10. Switch to the CORE POS register application and click the POS (F3) button to log into the POS application.
    Confirm that you do not receive any message stating that the store is offline to ensure online connectivity.

11. Start to ring transactions.

Offline (No WiFi connectivity or lost connectivity)

If the WiFi signal strength drops or is not available, you are no longer connected to the network. You must disconnect the WiFi, which moves the register into offline mode. Continue ringing transactions in offline mode.

Important: When not connected to the network, only Cash and Credit (with manual authorization) tenders are available.

End of Day

• Confirm the register is in Online mode, by ensuring the laptop is connected to WiFi or plugged back into the store network, then close the till.

• Reconcile the till(s).
  Important: Before closing the register, run the Till Status Report to ensure all tills are closed. If a till is not yet closed, do not proceed with closing the register to allow all transactions to process. This also prevents any out of balance issues.

• Close the register(s).
• Complete all remaining End of Day—Close the Store activities.
• Additional reporting has been added to support offsite functionality.
  • Register Mode has been added in Adhoc search and Sales Slip History, so you can filter by Offsite mode. You can select All, Instore, or Offsite.
  • Offsite Counts are also listed on the Till Count Summary Report.

End of Event

• Close the till from the CORE POS application.
• Minimize the POS application using Windows + D.
• Reconcile the till, close the register, and close the store from CORE Back Office, just as you would if at the store.

Resources

• CORE POS Hardware Setup for Events
• CORE POS In-Store and Out of Store Operations Matrix
• CORE POS Offsite Troubleshooting Tips
• Offsite CORE POS Checklist
• Zscaler VPN Instructions