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Frequently Asked Questions

Product FAQs
  • What kind of reports are available in CoPOS?

    There over 200 reports in CoPOS. Go to option [11.16] List of Reports. The reports are listed along with the menu option used to produce the report.

    Select the report to run it, as well as view its Help.

  • How do I Enter a Return?

    Returns are entered at the register using option 1.3. Click here for detailed instruction to use when someone returns an item they’ve purchased.

  • How do I Void a Sale?

    Sales are voided at the register using option 1.2. Click here for detailed instructions.

  • How do I Record a Sale?

    Sales are recorded at the register using option 1.1. Click here for detailed instructions.

  • 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.
  • 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.

  • 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

  • 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 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.

    For additional information about using credit cards in CoPOS, see the Processing Credit Cards with Gravity user guide on our User Guides page.

  • 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.

  • 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.

  • 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).

  • 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.

  • 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.
  • 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 [13] 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 [13] in the CoPOS Main Menu). This can be done at any time, even while the store is open and registers are in use.
  • 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.

  • 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.

  • 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?”

    Related Knowledge Base article: Calculating Patronage Basis.
  • 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.

  • 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.

    For the specific steps in this process, go to KB article Creating a list of Item Costs in a Department.
  • 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.

    For an example of creating a list of specific PLU numbers, go to How to get a list of items using specific PLU numbers.
  • 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.
    Additional Templates can be found at www.copos.com/downloads/templates.

  • 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)

    1. [Add]
    2. .PLU” (that is type a period and the letters PLU)
    3. 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.

  • 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.

  • 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 [11]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.

    For additional information about Training Mode, see KB article “Using Training Mode.”
    For a quick reference, you can use the Cashier Guide & Quick Tips.

  • 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 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.
  • 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):

    example of repack label LPQ02
    Information about purchasing (and customizing) repack labels is in our Store. Our labels are guaranteed to work with any CoPOS printer.
  • 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.

    Instructions for setting up automated backups can be found here: www.copos.com/kb/automating-copos-backups
Sales FAQs
  • Why CoPOS?

    CoPOS is a full-featured point of sale system that makes it possible for consumer co-ops (especially food co-ops) to have an extremely cost-effective way to meet their operational and informational needs. We provide everything, from project planning through installation, maintenance and customer support, data protection and supplies, and the best customer service in the industry!

    We are also a good solution for small, non-cooperative grocery stores.

    Click here for more information about CoPOS features or contact us!

    The CoPOS brochure is here…

  • What does a CoPOS system look like?

    If you go to the Gallery, you will see several examples of CoPOS systems in use, as well an example of label usage.

  • How do I get a hold of you guys?

    You can contact us anytime, Monday through Friday, from 8 a.m. – 6 p.m. Central Time.

    Call us at 855.772.6767 or drop us a line at info@copos.com.

  • What do people say about us?

    Our customers have many positive things to say about us. Click here for their comments and testimonials.

  • What’s the typical cost of a system?

    A two-lane store with a weigh station would cost just under $13,000.

    In addition to the standard terminal box, monitor and keyboard, each lane would include:

    • Scanner
    • Scale
    • Receipt printer
    • Cash drawer
    • The weigh station would have a scale and label printer.

    A system printer and additional label printer are also included in this configuration.

  • Does CoPOS offer financing?

    Yes, we offer financing, however, we require a 20% down-payment at the time the contract is signed.

    Give us a call! 855.772.6767

  • Do we provide references?

    Yes. References are available upon request. Give us a call at 855.772.6767. You can also see some of our customers’ testimonials here.

  • Does CoPOS provide POS-specific hardware, such as scanners, scales, etc.?

    Yes. CoPOS supplies all hardware, that when integrated with CoPOS software, provides everything necessary for a complete point-of-sale system. This includes scanners, scales, receipt and label printers, as well as all of the computer-related hardware, such as terminals, monitors, keyboards and servers.

    Here is more detailed product information…

  • What preparations is the store responsible for prior to installation of new CoPOS system?

    Prior to installation, the store is responsible for:

    • All wiring, including both network and electrical. We can provide specs for the network, but will not do the actual wiring.
    • Preparation of the counters and/or checkout lanes.
    • Providing an Uninterrupted Power Supply (UPS) for each station.
  • What is the process for installing and setting up CoPOS?

    The installation process consists of four steps:

    1. CoPOS conducts an uptake interview to collect information specific to your store. The uptake interview provides the information and details about the operation of your store and usually takes less than one hour. This is some of the information that we need to set up your CoPOS System: 
      • Base operational parameters such as sales tax, store address, etc.
      • Discounts and membership structure.
      • Departments and their related properties.
    2. CoPOS provides you with our standard CoPOS Item Template and Membership Template. The store is responsible for populating these templates. The information in these templates provides the data that will be loaded into the database. (CoPOS can usually get your store’s purchasing history from UNFI, which saves you time.) We suggest that you enter as many items as possible prior to going live. Accurate pricing is a must.
    3. CoPOS orders the hardware agreed upon in the final estimate. We assemble, configure and test all hardware prior to shipment.
    4. CoPOS schedules a go-live time. The quote specifies two days for setup and training. We are generally able to get the equipment set up in one evening, leaving plenty of time for training. After that, we’re only a phone call away.
  • How long does it take to go live after the contract is signed?

    It takes about 6 to 8 weeks to go live, once the contract is signed.

  • How did CoPOS get started?

    CoPOS began as an outgrowth of a point-of-sale (POS) system developed by Ken Geiger. His POS system, unique to co-ops, began at Bluff Country Co-op in Winona, Minn. He quickly expanded to other local co-ops and beyond. CoPOS is now used by over 65 co-ops and small grocers nation-wide.

  • Does CoPOS sell POS consumables?

    Yes. We sell receipt paper, shelf tags (multiple colors) and repack labels.

    We also sell custom labels. We can help you design your unique label. Consider using custom labels to promote branding for your store.

    Here is the catalog of our tags and labels.

    Our tags and labels are guaranteed to work with any CoPOS printer.
  • Does CoPOS charge a maintenance fee?

    Yes. It is based on the number of lanes. The fee is $70 per lane per month. For example, a two-lane store with a weigh station, maintenance would be $140 per month.

    Maintenance provides excellent support, bug fixes and upgrades.

    Support is available 8 a.m. to 6 p.m. Central Time, Monday through Friday.

    Phones are monitored after hours and on weekends for emergency support.

  • What colors are available for paper stock tags?

    All our paper stock tags are available in any color.

    Standard colors are white, red, lime, sunshine, apple, pumpkin and purple. Colors are shown in the details of each paper stock tag product page. Here are our paper stock tags…

    Computer monitors do not always display the true colors of our labels, contact us to request samples. If you prefer a different color, we can make that happen. Give us a call for details.

    If you have any questions at all about tags or labels, call us at 855.772.6767 or email us at support@copos.com.

    Our tags and labels are guaranteed to work with any CoPOS printer.
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