Frequently Asked Questions
How can I get a list of items using specific PLU numbers?
Using Option [4.1] Item Database (with Query), you can create a wide variety of lists of Item PLUs, including a list that includes specific PLU numbers.
How do I create a list of all the Item Costs in the Produce Department?
Create a new Query (option [4.1]) using “Department” as the first Selection Criteria, and then press ESC. From the list of your Departments choose Produce. Press ESC to continue on to running the Query.
What is an Item Group?
An Item Group is a group of any random assortment of Items. An item is not limited to being in just one group, as they are in Item Categories, making Item Groups very powerful for tracking Items for reporting and creating coupons.
What’s a Hotlist?
A Hotlist is a list of only Items that are in stock and for sale in a department. Because only relevant Items will be listed in search results, a Hotlist provides a way for the cashier to quickly narrow down the search for an Item. The cashier only need type “=dept#=text” to get a list of dept Items that begin with text.
For example: Typing “=dept=pizza” will produce a list of all Items in the department’s (dept) Hotlist that begin with ‘pizza.’
A Hotlist can be set up as the Default Hotlist. If a Default Hotlist has been specified, the cashier only needs to type “=text” to bring up all Items beginning with text. (Note that text is not case sensitive.)
For example: If the Default Hotlist is for Items in the Produce department, typing ‘=apple’ will produce a list of all Items in the Produce Hotlist that begin with ‘apple.’Because of the seasonality and variety of produce, a produce department can benefit by setting up the produce Hotlist to be the Default Hotlist.
Hotlists are fully compatible with PLUs or UPCs, and can also be used to print shelf tags.
For Hotlists to be useful, department managers must maintain them assiduously. Hotlists are specified and updated using Option [10.2] Hotlists.More information is available in the Help documentation [F10] for Option [10.2] Hotlists.
What are CoPOS templates?
Import information into CoPOS easily and smoothly by using CoPOS Templates, Excel files used to facilitate maintaining data in the store database.
There are several Templates available; use them to maintain information for the store’s Items, Members, Ingredients, Allergens, Employees, and more.
Templates can be found at www.copos.com/downloads/templates.You can change/alter all the Items in your system in less than a few seconds using these templates. However, if they are wrong, it can take quite some time undo the changes. If you haven’t used templates before, or have any questions whatsoever, please contact Support and they’ll help get your database updated safely.
How do I upload Item Categories?
“We want to upload Item Categories and want an automated way to do it.”
You need to use the template, “CoPOS Item Category Template” to add new Item Categories.You cannot add new Item Categories to the system and also add those Categories to Items in one import file. First, you need to add the Item Categories, and then load the Items into those Categories.
When adding an item, can CoPOS automatically provide the next available PLU number?
Yes, and not only that, you can provide the starting PLU number. For example, you want CoPOS to use the next available PLU number after 6000.
To do this go to option [4.1] Item Database (with Query)
- “.PLU” (that is type a period and the letters PLU)
- CoPOS will now prompt for you to enter a PLU number and CoPOS will return the first unused PLU number after the PLU number you enter.
For example, if your current inventory has PLU 6000, 6001, 6003, 6004 and you type in “6000” to this prompt, CoPOS will add a new item with PLU 6002.
What’s an Alt Code?
“Alt Code” is Alternate Code, another Item code used to refer to a particular Item. Being able to assign alternate codes to an Item allows different users the ability to refer to the same item using different UPC codes or PLU numbers.
Example: Many Items are from multiple sources, so an Item can have multiple PLU/UPC codes. Being able to assign alternate codes to an Item accommodates the different codes. A 5 lb. bag of oranges can come from 6 companies and will have multiple UPC/PLU codes. The Item, 5 lb. bag of oranges, would have 6 Alt Codes to differentiate between the UPC/PLU codes.Up to 8 Alt Codes can be assigned to an Item in CoPOS.
See KB article How to use Alt Codes for additional situations where Alt Codes are useful.
Can we have 3 organizations for the round-up donations at register?
Donating to more than one organization in the same day
Currently, there is no way to designate more than one organization donation in CoPOS.
These donations are presented on the [3.1] “Sales Recap” report. Unfortunately there is only one spot for Register Donations and there are no other reports in CoPOS to see donations that might go to other organizations on that day. For these reasons, only one organization can be chosen for donations on a single day.
Does the Register need to be in the store?
No, CoPOS can run a register without being connected to the CoPOS server. This allows stores to easily sell items at events, at a co-op food truck or at the plant sale outside the front door.The sales are loaded into the main CoPOS system at a later time utilizing Register 9. This means that stores that use Remote Register should make sure they are not currently using Register 9.
Does CoPOS include a training option?
Yes, CoPOS can be run in Training Mode. In Training Mode, the trainee is able to access most CoPOS functionality, including printing on the Label and Receipt Printer, without affecting the main (live) Database.
The Controller, System Printer and Credit Card Interface are not available.
Several resources are available for the trainee to learn about CoPOS. Menu option  “Help and Resources,” and in particular, option [11.3.3] “Cashier Training” is a good place to start for a new employee. Pressing F10 at any Menu will give general help for Options in that Menu.
Can CoPOS backups be automated?
There is an option for automatic backup and shutdown in CoPOS. You can schedule CoPOS to back up and then shut down at a specified time every night. (CoPOS has found that the system runs better when it is shut down on a nightly basis.)
Once a backup concludes, CoPOS can send you an email notifying you if the backup was successful.
What is the CoPOS Spellchecker and how do I turn it on?
You can set up CoPOS to look for possible alternatives if a member name isn’t found. When the cashier provides a member name that can’t be found, the system will provide a list of similar member names.
For example, if the cashier types John Smith, a non-existent member name, a prompt will let the cashier know that a John Smyth was found.
To enable this functionality, go to option [9.2] Edit System Constants and set the System Constant #133=Y Enable Spellchecker.
How do you use the CoPOS kiosk feature?
CoPOS has a feature that enables customers to weigh their own bulk Items and print a label, which can then be scanned at the register later, saving time at checkout.
Here’s a video that demonstrates using the kiosk to weigh and label bulk coffee.
What is a weigh station?
A weigh station provides the tools for weighing a package or item and then printing a label for it.
Labels have a barcode which is scanned at the register to ensure rapid and accurate throughput of repackaged items. Here is an example of a repack label (LPQ02):
Would you explain tiered coupons?
Here is an example: If you buy $20 worth of groceries you get 5% off; if you buy $50 worth of groceries you get 10% off; and if you buy $100 or more dollars worth of groceries you get 20% off. This can all be done with one tiered coupon that gets scanned at the register and the amount off (5%, 10%, or 20%) is determined when the coupon is scanned.
To set up tiered coupons, use option [4.17] Storewide Coupon (with Query).
What does R/Wt mean?
Random Weight Item – an item sold by weight or in partial increments as opposed to sold by the “each” or whole numbers.
How do I upgrade my Logic Box?
Logic Boxes are no longer available. CoPOS now uses CoTERMs, a
complete replacement for Logic Box Terminals. CoTERM is fully compatible with your CoPOS server and removes the past hardware limitations of Logic Boxes while also increasing speed using a unique mix of modern software and hardware. And, just like Logic Box Terminals, up to 15 CoTERMs can be connected to a single CoPOS Server simultaneously.
To upgrade to CoTERM, give us a call today! (855) 772-6767
Is Patronage Basis based on Member-only sales?
Yes. only member sales can accrue Patronage Basis. However, not all member sales accrue patronage.
A membership type can be set up to be ineligible for Patronage. This is done in option [4.5] Membership Type Database, field 16, “Is this Membership Type Eligible for Patronage?”
Can the Training Mode database be automatically updated?
The Training Mode database can be automatically updated each time an automatic backup is completed.
Automating the updates is set up in the CoPOS controller.For information about how to set up automatic updating of the Training Mode database, as well as using Training Mode, see KB article “Using Training Mode.”
Also, use training mode and try these options out and play around with them to see how they work. Remember you can always reset your training mode by doing option  Controller > “9 Copy Live to Training”. This can be done at any time, even while the store is open and selling things at the register.You can always reset your training mode by using the option 9 “Copy Live to Training” accessed from the Controller (option  in the CoPOS Main Menu). This can be done at any time, even while the store is open and registers are in use.
How do I correct the patronage accrued in a sale that was accidentally sold to the wrong member or a non-member?
Option [7.9] Attach Sales to Members for Patronage lets you attach a sale, and the patronage basis accrued in that sale, to a member of co-op. This option allows a co-op to correct a situation where a cashier mistakenly rings up a member’s sale to a non-member or to the wrong member.
A password is required to make the change.
What is a CoTERM?
CoTERM is a computing device that acts as the interface between a CoPOS Server and CoPOS stations. Up to 15 CoTERMs can be connected to a single CoPOS Server simultaneously. Access to the CoTERM is done through CoTERM Controller software.
See the CoTERM User Guide on the User Guides page for information on setting up and using and troubleshooting a CoTERM.
What is a device table?
A device table is an option–found in 9.4 from the Main Menu–that keeps track of all the devices at each station of your CoPOS system. This includes devices such as a system printer, a receipt printer and/or a label printer. All devices at a station need to be set up in the device table so that they function properly. However, identical devices need to be set up differently depending on their location.
What is a System Constant?
System Constants are used to customize CoPOS for your store. To see how your store is currently configured, use either CoPOS options [9.3] View System Constants or [9.2] Edit System Constants.
While in either option, use F10 to display a description of the currently highlighted System Constant.
System Constants are also described in the System Constants Help Guide found in User Guides.If System Constants are changed, all stations require a log off/on for changes to take effect.
Is there a way to access Help without having to Search?
Yes! Type the number of the menu, and before pressing Enter, press [F10] instead. Information relevant to that menu will display.
The “regular” search is done by just pressing [F10]. This provides multiple ways to search Help: searching for a menu, searching for a word or part of a word, and by pressing Enter, Help for the menu you are currently in. The exception to those Search options is at the Main Menu; [F10] at the Main Menu provides more extensive Help options.
How do I void a debit card sale?
Debit card sales CAN NOT be voided without the card present since debit card transactions pull the money directly from the bank account at the end of a successful transaction. Debit card sales that need to be voided will require that the items be returned, and the debit card be present to put the money back on the card.
Credit card sales can be voided during the current register session without the credit card present. The sale will be voided in CoPOS as normal, and the sale will be removed from the batch in the Gravity credit card terminal.
What are SPINS categories for?
Use the SPINS category to match CoPOS Items with reports from SPINS (www.spins.com).
SPINS is a company that specializes in gathering sales data throughout the natural products industry.
SPINS Categories are another way to segment your Item Database. SPINS Categories can correspond directly to Item Categories, contain multiple Item Categories, or both. Their use is optional.
If SPINS Categories are to correspond to Item Categories, CoPOS provides a service that lets you use the SPINS database to make your Item Categories (along with their Items) correspond to the SPINS Categories.
For more information on converting your Item Database to include SPINS Categories, contact CoPOS Support.