Devices

Device management

During initial setup, we recommend registering devices in the order listed in the application:

• Printers
• Cash Drawers
• Scanners
• PEDs
• Workstations
• Safes

You can register devices as inactive and activate them later. Once activated, devices are available for selection and use in the application.

Printers

Printers produce receipts and coupons for customers and support cash management activities. Each cash drawer that handles cash must be connected to a printer. Printers can also power scanners.

To register or edit a printer, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the Printers tab, verify the printer is not already registered or click Edit to update an existing printer.
3. Click Add Printer.
4. Enter the following details:
   • Device Name: Unique name within the location (for example, Epson Printer Mobile).
   • Supported Device: Select a tested and verified printer.
   • Shared: Enable if multiple workstations will use it.
   • Activate: Activate for immediate use or leave inactive if not in use. An active printer is available for selection by the connected device or by multiple devices if shared.
   • Print Server Address: URL for the print server, if applicable. This endpoint is not validated, but your entry must conform to URL formatting rules.
   • Printer Address: Provided by the valid print server, if applicable. Otherwise, provide a static IP address for the printer.
5. Click Register.
6. Click Done to exit.

Cash drawers

To register or edit a cash drawer, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the Cash Drawers tab, verify the cash drawer is not already registered or click Edit to update an existing cash drawer.
3. Click Add Cash Drawer.
4. Enter the following details:
   • Cashdrawer ID: Unique ID among all cash drawers and safes within the location.
     Cash drawers and safes share an ID scheme, as drawers can be designated as safes, for example, in a kiosk location. Do not assign a cash drawer the same ID as a safe.

   • Device Name: Unique name within the location (for example, Mobile Drawer).
   • Supported Device: Select a tested and verified cash drawer.
   • Shared: Enable if multiple workstations will use it.
   • Eligible as Safe: Enable if the cash drawer can be used as a safe.
   • Activate: Activate for immediate use or leave inactive if not in use. You can add new devices in the inactive status to notify the administrator of their arrival at the location.
   • Connected Printer: Select an active printer to associate with the cash drawer. The chosen printer must be active to enable cash transactions and receipt printing. If the selected printer is registered but not activated, the system will not allow employees to accept cash payments or open the cash drawer.
5. Click Register.
6. Click Done to exit.

Scanners

Scanners enable employees to scan bar codes for sales, refunds, and gift cards, as well as to retrieve previous orders or transactions from a receipt. If no scanner is available, a mobile workstation camera can be used.

To register or edit a scanner, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the Scanners tab, verify the scanner is not already registered or click Edit to update an existing scanner.
3. Click Add Scanner.
4. Enter the following details:
   • Device Name: Unique name within the location (for example, Symbol Scanner Cash Wrap or iPod Embedded Camera).
   • Supported Device: Select a tested and verified scanner or choose Camera for embedded cameras. Remember to configure the workstation to allow the app to access the device's camera.
   • Shared: Enable if multiple workstations will use it.
   • Activate: Activate for immediate use or leave inactive if not in use.
   • Connected Printer: Select an active printer if required.
5. Click Register.
6. Click Done to exit.

PEDs

PEDs (payment entry devices) process card payments and returns. Any card that has a magnetic stripe, near-field tap-to-pay, insertable chip, or PIN requires a PED. Without an active PED, the only tenders that a location can process are cash and a bar-code-based retailer gift card. Each PED must have an alias or ID from the payment provider. For testing purposes, use our simulator or obtain a test-allocated PED from your payment provider.

To register or edit a PED, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the PEDs tab, verify the PED is not already registered or click Edit to update an existing PED.
3. Click Add PED.
4. Enter the following details:
   • Device Name: Unique name within the location (for example, Verifone P400 PED).
   • Supported Device: Select a tested and verified PED.
   • Shared: Enable if multiple workstations will use it.
   • Activate: Activate for immediate use or leave inactive if not in use.
   • Registration Code: Code or alias from the payment provider.
5. Click Register.
6. Click Done to exit.

Workstations

Workstations are the primary point of operation where employees access the InStore application to perform their tasks. These can be hand-held devices or desktop computers. Each workstation must have a unique alphanumeric ID, as this is how employee metrics are tracked.

To register or edit a workstation, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the Workstations tab, verify the workstation is not already registered or click Edit to update an existing workstation.
3. Click Add Workstation.
4. Enter the following details:
   • Workstation ID: Unique alphanumeric identifier.
     Do not use spaces or special characters in the Workstation ID.

   • Device Name: Unique name within the location (for example, Mobile iPad).
   • Supported Device: Select from available workstations.
   • Mobility: Choose Mobile (typically iPads or mobile phones) or Stationary (typically PCs and Macs).
   • Activate: Activate for immediate use or leave inactive if not in use.
   • On-Screen Keypad: toggle the control to indicate whether InStore should display a keyboard for employees to use when entering amounts or quantities. The InStore keyboard includes a Back key and Clear key. The On-Screen Keypad field's setting is applied only if the workstation's Mobility field is set to Stationary. If the Mobility field is set to Mobile, the On-Screen Keypad value is ignored, because Mobile workstations are assumed to use the mobile operating system’s keyboard.
     If you are hosting your own colleague app, remember to provide an on-screen keyboard for use when the Mobility field is set to Mobile. For more information, see Working with InStore modules.
   • Default Printer: Select the default printer (can be manually overridden). An active printer connection is required to open the cash drawer and process cash payments. To prevent disruption in a printer-offline scenario, keep a spare printer registered and active as a backup.
   • Default Cashdrawer: Select the default cash drawer (can be manually overridden).
   • Default PED: Select the default PED (can be manually overridden).
   • Default Scanner: Select the default scanner (can be manually overridden).
5. Click Register.
6. Click Done to exit.

Safes

Safes protect cash inventory. Only one safe can be registered per location. A cash drawer can be marked as safe-eligible and deputized as a safe.

To register or edit a safe, do the following:

1. Go to Manage Devices in the InStore colleague app.
2. On the Safes tab, verify the safe is not already registered or click Edit to update an existing safe.
3. Click Add Safe.
4. Enter the following details:
   • Safe ID: Unique identifier among safes and cash drawers.
     Cash drawers and safes share an ID scheme, as drawers can be designated as safes, for example, in a kiosk location. Do not assign a cash drawer the same ID as a safe.

   • Device Name: Unique name within the location (for example, Back Office Safe).
   • Supported Device: Select from available safes or eligible cash drawers.
   • Activate: Activate for immediate use or leave inactive if not in use. An active safe is available for selection by other devices.
5. Click Register.
6. Click Done to exit.
7. If this is the first-time setup, go to InStore Center > Locations.
8. Click the Edit icon for the location.
9. In the Store Safe field, select the name of the safe that you added in the InStore colleague app.
10. Click Save Changes.

Device configuration for cash management

Although you use physical printers and cash drawers in your production environments, to simulate test environments and demos, you can set up virtual devices. Configuring these devices lets you manage cash and run cash-based payments and returns by using a physical or simulated device.