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01-010-1 Point-of-Sale Training #1 - Core Processes

Overview

The Point-of-Sale (POS) module is a comprehensive solution for controlling the sales process.  This module is the predominant module in which clerks and customers interact. 
 

Point of Sale

Access the Point of Sale module by selecting POS (F2) at the main menu or pressing the F2 key.
 

Shift Management

Shift Management controls the cash drawer balance and is required at any workstation that manages payments. Shift Management consists of three elements:
1.     Begin Shift
2.     End Shift
3.     Reconciliation
 

To Begin a Shift

 
1.     Select POS.
2.     Select Begin Shift (F5) from the sub-menu or press the F5 function key on the keyboard.
3.     Enter your User ID.
4.     At the Open Cash Drawer? Prompt, select Yes to open the cash drawer.
5.     At the Begin Shift screen, enter the Beginning Drawer Balance, the combined value of the coin, and cash placed into the cash drawer.
6.     Select Begin Shift.
7.     The Shift Indicator appears at the top of the main screen for this workstation, indicating the assigned Z-Number for the workstation.  The Z-Number is a unique number assigned to each shift and is used to track all the transactions that will occur during that shift.
The current shift can be closed at any time during the day, and a new shift is started to address the change in staff.  The shift is often closed at the end of the business day and then reconciled.
 

Ring Sale (F2)

As the customer approaches the point-of-sale workstation:
1.     Press the F2 function key from the main screen or select POS | Ring Sale (F2)
2.     Enter your User ID

Entering items

 
3.     Enter an item in the Enter Item field
4.     Repeat entering item information for all the customer's items presented at the counter.
 

Multi-Unit Priced Items

When a product with multiple selling units is scanned, you are prompted to select the correct unit. Determine which product unit is being purchased, like a spool of wire, a length of rope, or a 6-pack of oil. Selecting RL164 in the image below rings up a 164’ roll of chain.  Selecting FT1 rings up one foot of chain, which can be adjusted to the quantity being sold. For the purchase of 20 feet of this chain, select option 2 and set the quantity to 20.

Changing Item Quantity

●     Scan the UPC for each item present, thus increasing the summarized quantity
●     Into the Enter Item field, enter * (asterisk) and the desired quantity (e.g. *10), and then press Enter
●     Press Alt + Q or select the Change Qty button and enter the desired quantity, and then press Enter
 

Remove Item

●     Enter *0 and then press Enter to remove the current item
●     Right-click on the appropriate line and select Delete from the drop-down menu
●     Press the F6 function key or select the Remove Item (F6) button, highlight the line to remove with the keyboard up and down arrows, or click on the desired item and then press Enter or select Delete.
 

End Sale (F2)

5.     To end the sale, press F2 or click on the End Sale (F2) button.
 

Select a Payment Method

 
6.     Multiple methods of payment selection are available. Choose the appropriate payment method. 
Select a payment using a keyboard shortcut:
7.     The Payment Amount may be edited within each payment method, which allows for multiple payment methods. Once the appropriate payment method is posted, the system will automatically print the invoice.
8.     The system presents the End of Sale Screen with the following options:
Quick note:  From the Main Screen, pressing Ctrl + X reprints the last invoice created at the workstation.
 

#2 Learning Moment:

1.     Enter the Ring Sale screen
2.     If a Shift is not currently open, begin a shift.
3.     Enter item 709709 and respond to the prompts
4.     Locate all items that have Red Pain within its description, then select one of the items, and then change the selling quantity to 3
5.     Locate all items that begin with Water He, then select the desired item from the list.
 
 
Note: The description lookup examples above are not spelling errors, and it is simply making the point that close enough is good enough. ?Pain Red also locates Red Paint; order is not critical.
 
 
6.     Select Price Book List, and choose Price Book > LLBP2 from the drop-down list.  Enter in the desired quantities of the listed items.  Click on Select to import the items into the current invoice.
 
7.     Delete an item from the listing.
8.     Change the quantity of the second item on your detail screen.
9.     Complete the sale with a Cash payment and print the invoice.
10.     When the sale is complete, press Enter to immediately return to the Ring Sale screen to be ready for the next customer in line.
 

Selecting an Item

The selected line has a ">>" marker in the far-left column indicating selected.  Item functions like Inv Comments (F3), Change Price (F4), Item Desc (F11), Modify Tax (F5), Item Notes (F7), Column Price, Special Order, and Salesperson (F8) will be directed to this ">>" item.
 

Modify Prices

 
Note: On the Change Price screen you can click the Show Cost button to view the average cost of the selected item. The average cost can still be found without clicking the Show Cost button. In the lower left of the Change Price screen the TA ID holds the cost information. Read the TA ID right to left while ignoring the letters to reveal the cost. For example, TA ID: 24HD6 would be $6.42.
 

Modify Taxes

Payment Screen – Other Functions

Suspending a Sale

While entering items into the Ring Sale screen, if the customer indicates that they will be right back for any reason, the current list of items can be saved to a Suspended Sale. This feature allows the clerk to save the current list of items and then serve the next customer.  The returning customer's suspended sale may be imported at any point-of-sale workstation to complete their sale.
 

Creating a Suspended Sale

Importing a Suspended Sale

Returning to the Ring Sale screen.

 
Upon selecting the End Sale (F2), if the contents of the Ring Sale screen need to be changed, selecting the Edit Detail on the Payment Screen returns the system to the Ring Sale screen for edits.
 

Canceling an Invoice

Ring Sale Screen

 
Occasionally, a customer may present items at the point-of-sale and then determine that they have decided not to complete the purchase.  The Cancel (Ctrl + F10) button will delete the Ring Sale screen’s contents and return the system to the main screen.
 

Payment Screen

If the transaction has proceeded to the Payment Screen, an additional Cancel Invoice deletes the contents of the Ring Sale screen and returns the system to the main screen.
 

Voiding an Invoice

Once the system creates an invoice or credit, specific rules come into play if the document is to be deleted.
If an invoice is created by mistake, the Void Invoice feature located within POS > Manager Screen > Void Invoice voids the invoice and reverses the payment posted during the transaction.  The security system can restrict the Void Invoice function.
 

Voids during an Open Shift

The following transactions are available while the original shift in which the invoice was created is open.  Selecting POS > Manager Screen > Void Invoice, the following actions are available.

Effect of a voided invoice within an Open Shift.

 

Refunds after a Closed Shift

Once a shift has been closed, invoices and credits created within the shift cannot be voided.  To reverse an invoice from within a closed shift, a refund by invoice number would be the appropriate process.  To reverse a Credit, an invoice would need to be created to reverse the effect of the original credit.

#3 Learning Moment

Customer Accounts

TransActPOS provides you with many opportunities to select a customer’s account during the ring sale process.
When first entering the Ring Sale screen you will be presented with a Find Customer window. You can begin by choosing a customer here if they have an account with you, otherwise select Cash Customer to proceed with a guest checkout.
 
Account Stipulations
After selecting a customer’s account you may see one of more messages at the top of the Ring Sale screen. These are notices that the account has restrictions on its use, or the customer has requested that extra purchase information be recorded.
Only Authorized Person
Only certain people associated with this account are permitted to make purchases. You will be asked to select the name of the individual making the purchase from a list of Authorized Purchasers.
 
Request Job
The customer would like to know which Job of theirs this purchase is for. You will be asked to select from a list of their active jobs. If their job is not in the list you can uncheck the Active Jobs Only box to view inactive jobs. To add a new job you can fill in the new job information on the right side of the Select Job window. Click Select when finished.
 
Purchase Order Required
The customer would like to record their purchase order number associated with this purchase. You will be asked to record their PO number. This information will be provided by the purchaser, or it will be autofilled if the PO number has been saved in their account.
 
No Account Charge
This customer is not permitted to charge to their account, they must pay with normal payment methods such as Cash, Check, or Credit Card.
 

Deliveries

Refunds

 
Note: Typically, a refund may be included within the Ring Sale process.  If a customer’s account provides job management, refunds will need to be done precisely to the job.
 

#4 Learning Moment

Payment Methods

Edit Detail
If you arrive at the Payment Screen and you need to change something within the invoice details, select the Edit Details button to return and edit as required.
 
Cash
If the customer is paying with cash, simply press Enter to select Cash and then enter the amount tendered, the amount that the customer gave you.  Press Enter a couple of times, and the system will complete the sale by presenting the change due to the customer on the screen and print an invoice.
 
Credit Card
Select Credit Card to post a credit card or debit card payment.  If your system is configured with a Verifone, it will automatically prompt the customer for their credit card on the device.  The customer may "chip" their card by inserting it, chip first, into the slot on the front of the device.  The customer should follow the prompts on the device to enter additional information like a signature in the case of a credit card or a P.I.N. in the case of a debit card.
 
Check
Selecting Check, the system will prompt the user for additional check information like the check number and the name on the check.  Note that the check amount can be edited, so the system will allow you to take a check for a portion of the payment, resulting in a multi-tendered payment.
 
Account Charge
Selecting Account Charge by pressing the A, clicking the button with the mouse, or pressing the up and down arrows to arrive at the button will invoke the customer selection screen.  Enter the information provided to you and press enter.  The system will return a list of customer matches from within several fields.  You can explicitly state that the data is the last name or company name by selecting the F key associated with that specific type of lookup.
 
For instance, if you enter "Southside Middle" and press the F5 key, the system will present all company names which begin with Southside Middle.  The highlighted record will be selected when the Enter key is pressed.  Reposition the highlight with the mouse or the up and down arrows.
Once the customer is selected, follow the prompts to complete the sale.  If a Verifone device is integrated with the workstation, the customer's signature will be requested to complete the transaction.  The signature will appear on the receipt and any future print.  If the store has the email feature included and the customer has the email receipt, the system will automatically email the indicated recipient(s) the invoice.
 

Point-of-Sale Notes:

Payment on Account

When a customer with a charge account wishes to make a payment on their account at the register you can take that payment under POS > Payments > Pay On Account. Each workstation can be configured to take payments in different ways. The simplest method is to enable two settings under System > Workstation Settings > System tab. Checking Payment on Account Create Credit and Skip Apply Credit in Payment on Account will configure the register to only take account payments as a credit on the customer’s account.
 

Taking an Account Payment

From the Main Menu go to POS > Payments.

Common Point-of-Sale Reports

Print Invoice

Reprinting a customer invoice by invoice number or customer lookup is achieved within this menu selection.
Note:  Selecting Ctrl + X at any point-of-sale workstation will invoke reprinting the last invoice created at the workstation.
 

Cash Receipts

The system will organize and total the payments received for a given date range and the indicated payment type(s).
 

Exceptions

 
The Exceptions report presents the various activities of interest.  It may lead to other inquiries about transactions occurring during the indicated date range and the selected salesperson.  The User Security (System > User Security) controls the access to sensitive areas of the system in form and function at a group level.  Assigning and using the User Security group policy underpin this feature.
 

Sales by Class (Department)

Actually, within the AR (Accounts Receivable) tab, this report shows the total sales by class for a given date range.  Key points within the report are the ability to drill into the department to examine the details of the items sold during the indicated date range.
 

Sales Tax

By default, the Sales Tax report provides a month-to-date activity report in summary with a tax exemption detail report.  The reported total can be based upon either accrued or cash-based accounting.
 

Shift Management

To Begin a Shift

 
Select Begin Shift (F5) from the submenu or press the F5 function key on the keyboard.
 

To Close a Shift

 

Reconciliation

Selecting either Reconcile This or Reconcile Selected allows the user to choose the closed shift (Z-Number) to count the cash drawer balances of the coin, currency, check, credit/debit card, and other payment types.  The reconciliation can be performed at the current workstation (Reconcile This), or the user may select any closed shift within this system (Reconcile Selected).
Access to Credit Card Transaction Information
Installations that have the Verifone device solution installed can check on the current activity recorded within the Verifone Portal using the secure access provided by the Verifone Device.
Remember that the search option (Ctrl + F) will quickly locate the desired value in question.
 

Editing Invoice Header