4 POS MANUAL. Contents

Transcription

1 4 POS MANUAL Contents TIME AND ATTENDANCE... 2 OPENING PROCEDURE... 4 CLOSING (EOD) PROCEDURE UNABLE TO COMPLETE POS REPORT BASIC POS SALE SPLIT PAYMENT PROCESS AN EXCHANGE/ REFUND HOW TO PRICE OVERRIDE REFUND A TENDER ERROR (CASH INSTEAD OF EFTPOS) ISSUE A LOVISA GIFT CARD REDEEM A LOVISA GIFT CARD PROCESS PETTY CASH TEAM MEMBER PURCHASE TEAM PURCHASE CHECK TEAM PURCHASE CHECK OPTION PRODUCT INFORMATION AND SEARCHING FOR A PRODUCT SCAN OUT A NON-REPAIRABLE CHECK STOCK LEVELS ACCEPT AN IBT POS PG STATISTICS POS SALES STATISTICS ACCESSING LOLA, , STATIONERY, SIGNAGE, ETIVITY, DASHBOARD, LY SALES BY HOUR MANUAL TRADE EFTPOS & COMPUTER DOWN MANUAL TRADE EFTPOS DOWN STOCKTAKE GUIDE

2 TIME AND ATTENDANCE Before using the POS, the Team Member must enter their time and attendance. 1. Enter your POS number and password (password is your POS number eg. 251XX) 2. Select Personnel then time entry 2

3 3. Enter your POS number and password 4. Then select the arrival time option. Now you have been logged into the POS. Before finishing your shift at the end of the day, Team Members must ensure they log off from time and attendance. 1. Select Personnel then time entry 2. Enter your pos number and password 3. Then select the departure option. Now you have been logged out of the POS. 3

4 OPENING PROCEDURE Opening procedure must be completed on POS 1 & POS 2 (if you have a second pos) 1. Enter your pos number and select enter then enter your password and select enter 2. Select POS station then Register till drawer 4

5 3. Select POS Report 4. Select Cash and then continue 5

6 5. Select Denominations Counted 6. Change the data input to be QUANTITY by selecting the Quantity/Value button on the right hand side (Display will show Enter the number ). Enter the amounts of each denomination in the No. Column. Click COMPLETE once finished 6

7 7. Under the Counted column, you will now see the amount you just counted 8. Click on the Remaining column and click on the Denominations remaining button 9. Enter the denomations that you are leaving in the till (your float) Click COMPLETE once you are finished 7

8 10. If you see an exclamation mark under the 'Diff' column - please go and recount the till and make sure the amount you are typing is correct (if it is correct please contact your Regional Manager) 11. Make sure the Counted and Remaining columns are the same and that the Picked up column is 0.00 Select COMPLETE once finished 12. Select Yes 8

9 13. Select POS REPORT The cash will now show Z-report Click RETURN to begin your day 14. Enter denominations in your daily cash up form & Staple both receipts with the daily cash up form 9

10 C LOSING (EOD) PROCEDURE PLEASE CHECK SAFE FOR ALL PICKUPS COMPLETED THROUGHOUT THE DAY as all pickups must be dropped off prior to commencing the EOD process. IF YOU HAVE A SECOND POS: THE POS REPORT MUST BE COMPLETED ON POS 2 PRIOR TO COMPLETING ON POS 1. THE POS REPORT MUST BE COMPLETED ON BOTH POS 1 & 2 (EVEN IF YOU HAVE NOT TRADED ON IT) 1. Enter your POS number and Password 2. Select POS report 10

11 1. Select Continue (if you have not traded on the till since your morning POS report please see page 17) 2. Click on the Counted column and click Denominations button 11

12 3. Select the Quantity/Value button and begin counting all the denominations into the screen You need to count ALL the cash you have in the till, including your float. Select COMPLETE once you are done 4. In the Remaining column enter your float Counted is all the cash in your till (including your float) Remaining is your float amount Picked up is the cash you will be banking The Picked-up column will show the amount you need to bank Enter the banking bag number into the Enter the external reference for automatic pick up (this message will display after completing the Remaining amount) - Select COMPLETE once finished 12

13 5. A pop up box will appear, click Yes If there is a variance, an error message will appear you will also see an exclamation mark in the Diff. column 13

14 To rectify this variance, select No when the second Box appears & Recount your Pickup & float. When you re 100% sure your Pickup & float amounts are correct Complete the POS Report & accept the cash count by selecting Yes. If there is still a variance you cannot account for & the variance Is $5.00 or more, you must communicate this to your Regional Manager Immediately & Finance & loss prevention this is non-negotiable 6. Click POS REPORT 14

15 7. Under the Reported column it will change from OK to Z report POS Report has been completed successfully Click the RETURN button A POS report receipt will print this is to be kept with EOD paperwork. 8. Click Unregister till drawer 15

16 UNABLE TO COMPLETE POS REPORT 1. Go back to the main menu and click on Unregister till drawer 2. Once the option changes click on Register till drawer 3. Go back into the POS Report screen 4. You will now be able to complete your POS Report 16

17 B ASIC POS SALE 1. Enter POS number and Password 2. Select POS Station -> NEW SALE 17

18 3. Enter your POS number 4. Scan item(s) if the item is not scanning, you can type the Ref No manually Once you have finished scanning, select the PAYMENT button 18

19 5. Select the payment type: If the customer is paying by cash, select the Cash button If the customer if paying by EFTPOS, select the Credit Card button If the customer is paying by Gift Card, select the Redeem Gift Voucher button If the customer if paying by EFTPOS and Cash, select the Cash button FOR CASH 6. If the payment is cash, enter the amount received from the customer in the total column (you can either type the amount of click on the pictures of the notes/coins) Click COMPLETE to finalise the transaction A receipt will print and you will be able to see the change that needs to be given to the customer 19

20 FOR EFTPOS If the payment is EFTPOS, select the Credit Card button confirm the total is correct and select COMPLETE (Please note the payment type number will be different per territory) FOR GIFTCARD Refer to the REDEEM GIFT CARD PAGE. FOR SPLIT PAYMENTS Refer to the SPLIT PAYMENT 20

21 IMPORTANT! Any time you are in the sales screen and go back to the MAIN MENU it created an open sale please make sure to clear these if not required to prevent other team members processing sales under your POS number! To clear Open Activities Click on the activity on the right and click the Rubbish Bin at the bottom of the screen PLEASE NOTE You may notice there are two different team member POS numbers that appear on the sales screen Represents team member who is logged into the MAIN MENU of the POS Represents team member who is processing the current SALE 21

22 SPLIT PAYMENT 1. Select NEW SALE & enter your POS number 2. Scan the customers item(s) and select PAYMENT 22

23 3. Enter the cash amount then enter the second payment type, E.G. Credit Card (EFTPOS). The remaining amount will automatically calculate.(outst.amt should show 0.00). Select COMPLETE to initiate the EFTPOS transaction on the EFTPOS machine. 23

24 PROCESS AN EXCHANGE/ REFUND Lola > My Manuals and Files > Policies & Procedures>customer refund & exchange process 1. Select NEW SALE & enter your POS number 2. Scan the item or items the customer is wanting to Exchange/Return and select RETURNS 24

25 3. Select the reason for the return 4. Click Customer 25

26 5. Ask the customer for their mobile phone number and enter it into the Free Text box and select the SEARCH button 6. Ask the customer for their First & Last name (they should appear at the top of the list) Select ACCEPT If the customer does not appear in the list, select the Create Customer button 26

27 7. Enter the customers First Name Last Name and Contact Number Select ACCEPT once complete 8. If the customer is wanting to exchange, scan the items the customer wishes to purchase 27

28 9. In the total, you will see the amount owing from or to the customer Example: If we need to give the customer a refund, this will show as If the customer needs to pay an outstanding amont, this will show as If the items balance out, there will be no amount shown Process this transaction as per normal process if there is an amount owing to lovisa. Process this transaction as a refund if there is an amount owing to the customer (proof of purchase must be provided to process a refund). Once the transaction is complete, two receipts will print. One is a customer s copy & one is a lovisa copy. Please ensure the customer signs the lovisa copy & the relevant details are correctly written on this receipt. 28

29 HOW TO PRICE OVERRIDE 1. Open a NEW SALE and enter your POS number 2. Scan the items the customer would like to purchase 3. Click on the Line Discount button 4. Select the item that has the wrong price and click on the Price Override button 29

30 5. Type in the price that the item should be and select the green tick to apply the price (you will see the price change at the top of the screen and a small % symbol will appear on the left) 6. Click on the button to return to the sales screen 30

31 REFUND A TENDER ERROR (CASH INSTEAD OF EFTPOS) Tender errors occur when the incorrect payment type has been processed. If this happens, you must follow the below process: 1. Open a New Sale and enter your POS number 2. Select the Return Receipt button 3. Leave the Branch No. as is and click enter 31

32 4. Leave the POS No. as is and click enter 5. Enter the Receipt No. from the transaction that is a tender error (a receipt would have printed when you processed the sale) 6. Select the return reason 'Tender Error' and select ACCEPT 32

33 7. Select the All Returns button You will now see an icon under the Total price column Item returned line will now show a $$ value click ACCEPT 8. Make sure the total on the POS screen matches what is on the receipt (it will now be in a negative value) 33

34 9. Select customer on the right hand side and Type in 30 for Tender Error in customer no. Field and then SEARCH 10. Customer details will show in the bottom left corner of the screen 11. Select PAYMENT and select Cash process the refund 12. Place the receipt with the EOD paperwork. Rescan all the items for the transaction, proceed with the sale. Ensure the correct payment type is selected. 13. Write the tender error refund into the Refund/exchange log in the back of the store diary. 34

35 ISSUE A LOVISA GIFT CARD 1. Open a New Sale and enter POS number 2. Select Gift Voucher 3. Select Lovisa Gift Card Issue and select ACCEPT 35

36 4. Scan the new Lovisa gift card using your POS scanner or manually enter the reference number 5. Enter the amount the customer would like on the gift card 36

37 6. Enter the relevant payment type and process payment 7. Once processed, a confirmation screen will appear with the expiration date & amount. Physically write these details in the relevant space available on the back of the gift card. Please ensure the receipt is given to the customer with the gift card. 37

38 REDEEM A LOVISA GIFT CARD 1. Open a New Sale 2. Scan the items the customer would like to purchase and select PAYMENT 3. Select Redeem gift voucher 4. Scan the gift card using your POS scanner or manually enter the barcode number 5. Once processed, a confirmation screen will appear with the amount remaining (if any). Physically write this amount in the relevant space available on the back of the gift card. If there is no value left on the card, please cut up the card and discard the pieces Please ensure the receipt is given to the customer with the gift card. 38

39 PROCESS PETTY CASH Receipt/s for purchase must be provided as proof of purchase All pos receipts must be kept on premises for auditing purposes If you have been approved by your Regional Manager to use Petty Cash, please follow the below process: 1. In the POS Station Screen, select Outpayment entry 2. Select Outpayment type on the right hand side 39

40 3. Select what the petty cash is for and click ACCEPT 4. Enter the total amount you are taking from the till (cost of the item purchased) 5. Click the COMPLETE button to finalise the petty cash transaction 6. Staple the POS receipt to file with daily cash up form. You must send a picture of the item/s purchased receipt and the petty cash receipt to Finance that day via . 40

41 TEAM MEMBER PURCHASE 1. Open a New Sale 2. Scan items team member wishes to purchase 3. SELECT customer 4. Enter team members POS number into the Employee no. field and select SEARCH Items will automatically scan with discount 5. Process the payment as usual Team member to keep copy of receipt & write up in team member purchase folder 41

42 TEAM PURCHASE CHECK 1. Select the Customer Management button 2. Type the team members POS number into the Customer No. field and select SEARCH 3. Select customer history (cust. His) button If you have come across an item that is not on their team member purchase record, please contact your Regional Manager or Loss Prevention immediately 42

43 TEAM PURCHASE CHECK OPTION 2 1. Click on External Program -> Team Purchase History 2. Enter the date range Select the option All Stores Enter Team Member Type the Team Members POS number in Click View 1 Enter the date range 2 Select the option All Stores Enter Team Members POS number 3 4 Click View 43

44 PRODUCT INFORMATION AND SEARCHING FOR A PRODUCT The Product Information screen gives you information about an item such as stock quantity in your store, item notes and a description. It is accessible from the Main menu screen. There is no need to scan the item into the sales screen. 1. Select Item Search 2. Enter the Ref No into the Free Text field or type a descriptive word about the item If you don t have the tag, you may remember the range the item was or the description of the item. 44

45 SCAN OUT A NON- REPAIRABLE 1. Select Goods In/Out and then Outgoing IBT 2. Select new 3. Enter the faulty branch in the recipient field (e.g. aus = 3) and select Details 4. Scan the item you re transferring to the faulty branch 5. Select set to complete 6. Select yes Two receipts will print, one is to be placed in a ziplock bag with the scanned out item & one is to be kept in your ibt out folder 45

46 CHECK STOCK LEVELS 1. Select POS Station -> NEW SALE -> Enter your POS Number 2. Scan or type the item into the sales screen 3. Select more functions 4. Select stock level 5. Select ACCEPT 6. You will see your branch at the top of the list and your current stock levels of that item will be listed on the right hand side under Stock Level 46

47 ACCEPT AN IBT Count Count the number of boxes- ensure the delivered amount matches the quantity on the con note If you are missing a box, raise a ticket to warehouse to notify them. Include the Con note number, the time and date, the number of boxes received and the number you should have received and the IBT number (if known). Check Check the labels on each box to ensure they are addressed to your store and store number Accept Accept all IBTs on POS asap. Remember to open all boxes and find all IBTs Complete the IBT Register in the IBT folder and file away the slip and con note Label Label the side of each box with the date and time of delivery 24hrs 24hrs to work through the delivery. Replenish the shop floor as first priority then use Bag to Basics standards to store away as excess 1. Enter POS number and select Goods In/Out then select Incoming IBT 2. Select the IBT number from the delivery you have received and select Confirm planning 47

48 3. A message box will appear -> select YES Each IBT will have a number unique to it and will only show on the POS of the store it is intended for Complete all fields on the IBT Register in the front of the IBT folder What if the IBT isn t showing on your POS? Sometimes there are technical issues which cause IBTs to not appear on your POS. Firstly ensure the IBT has you stores name and number on it- it might be for a different store! In this case you should call your Regional Manager without touching the stock. You can check if your IBT has already been accepted by doing the following: 1. click on Change search criteria 48

49 2. Unhighlight Planned & In process and click on Completed -> Click SEARCH 3. You can now see all IBT s that have been accepted in the last 30 days If it is for your store, you should raise a ticket with Loss Prevention stating that you have received a delivery with an IBT that doesn t appear on your system. Include the IBT number and ask for it to be accepted on the stores behalf. 49

50 POS PG STATISTICS 1. Select the Evaluation button then the PG stats button 2. Confirm the Date from and Date to are correct If you are a 2 POS store, remove the POS station details by deleting the text or clicking the delete field button (otherwise you will only see sales from 1 POS) 3. Select EVALUATION (make sure Merge POS is selected to YES) 50

51 4. This will generate a breakdown for your hourly tracking 5. Click the circle in the top right corner to exit the screen 51

52 POS SALES STATISTICS 1. Select Evaluation then select Sales Statistics Make sure the POS station field is blank if you are a 2 POS store Change the Time interval to 60 Min. Select EVALUATION 52

53 2. This will generate a breakdown for your hourly tracking 3. To exit press the circle in the top right corner 53

54 ACCESSING LOLA, , STATIONERY, SIGNAGE, ETIVITY, DASHBOARD, LY SALES BY HOUR 1. Click on the External program button on the left hand side and click on any of the links to the right 54

55 MANUAL TRADE EFTPOS & COMPUTER DOWN Manual vouchers are used when your EFTPOS machine has gone down or goes offline. At these times, WE CAN ONLY ACCEPT VISA & MASTERCARD credit cards. WE CANNOT ACCEPT AMEX, DINERS or DEBIT cards. Seek Authorization over your Floor Limit. If the authorization is approved, record the Authorization Number on the voucher. If the authorization is declined, advise the customer to contact their card issuer and seek an alternative method of payment. Credit Card Floor Limit: $150 Call for authorization PROCESSING CASH SALES (USE MANUAL RECEIPT BOOK) You will need: Calculator Manual Receipt Book Register Key 1. Fill in your Manual Receipt book page ensuring that the separate is behind one white and one yellow sheet. 2. Fill out the required information ensuring you have completed every section with the correct details 3. Using your calculator, total the transaction amount 4. When the customer hands you the money, work out how much change is owed to the customer with calculator 55

56 5. Using the register key, open the till to put the customers money in and then take out change if needed 6. Close the till and remove the register key from the register. (register key must be kept on the Team Member who is in charge of processing sales throughout this period, this Team Member is responsible for the key) 7. Tear off the white slip and hand this to the customer as this is their receipt, completing the transaction 8. When your computer is working again, process all of these manual sales through your POS as per normal and put your POS receipt with your EOD paperwork. 56

57 MANUAL TRADE EFTPOS DOWN Manual vouchers are used when your EFTPOS machine has gone down or goes offline. At these times, WE CAN ONLY ACCEPT VISA & MASTERCARD credit cards. WE CANNOT ACCEPT AMEX, DINERS or DEBIT cards. Seek Authorisation over your Floor Limit. If the authorisation is approved, record the Authorisation Number on the voucher. If the authorisation is declined, advise the customer to contact their card issuer and seek an alternative method of payment. Credit Card Floor Limit: $150 Call for authorization Part 1: Processing Visa & MasterCard Sales (POS) 1. In your sales screen, process the sale as per normal. 2. In the Payment Type, enter in 45 MANUAL IMPRINTER CARD SALES (You can select ALT S to bring up all Payment Type Options to find 45 MANUAL IMPRINTER CARD SALES Enter the amount as per normal and put the sale through to print out the receipt - Attach the POS receipt to the manual receipt copy in the manual receipt book Part 2: Processing Visa & MasterCard Sales (Click Clack Machine) 3. Perform security checks e.g. Make sure that credit card is signed on the back, expiry date is valid 57

58 4. Imprint the customer s card onto the sales voucher 5. Remove the cover sheet and destroy 6. Check that the imprinted details are clear, if not, destroy the voucher and imprint again 7. Complete the voucher entering the final amount & details 58

59 8. Have your customer sign the voucher 9. Compare the signature on the voucher with that on the card 10. Retain the green Merchant Copy for your records and staple to your Cash Up sheet. 11. The White Bank Copy is for banking. Example of a Credit Card Sales Voucher Banking Manual Credit Card Vouchers *If your store banks with ANZ or Westpac please contact the Finance Support team for banking instructions 1. Imprint your Merchant Card into the top left corner of the summary voucher. 59

60 2. Complete your Credit Card Merchant Summary voucher 3. If there are more than 8 sales vouchers, you will need to complete an additional merchant summary voucher. 4. Place the Merchant Summary/Summaries along with your completed Credit Card Sales Vouchers into the Credit Card Summary Envelope, with the completed merchant summary at the front. 5. Fill in your Merchant Summary Card number at the top of the Credit Card Merchant Summary Envelope 6. Place envelope in the bottom section of your banking bag and take to the bank along with any cash for the day 60

61 This envelope will need to be posted to commonwealth bank. Please ask for approval from your regional to petty cash for a postage envelope and a stamp from the post office. This is the address that will need to be written on the envelope: Cards Accounting Commonwealth Bank Reply Paid Parramatta NSW 2124 Please ensure the summary voucher is clearly visible through the Window envelope. Example of Merchant Summary Ensure the POS receipt is stapled to the manual receipt copy in the manual receipt book 61

62 STOCKTAKE GUIDE 1. In the Main POS menu, Click on the Inventory button 2. Click on the Inventory button 62

63 3. In this screen you will be able to see any open Stocktakes which are ready to start The status should show as New 4. Click the Start button -> The status will now change to In process 63

64 5. Click the Edit button 6. Click the Define location button 64

65 7. Click the Add location button 8. Type in the location name of where you are scanning (eg. Excess, Black & Gold, Silver Essentials) Click the Green Tick once complete 65

66 9. Keep adding locations by following steps 7 & 8 above until you have added all your locations Once you have finished click Save (you can always come back to this screen if you need to add more locations later on) 10. Double click on the location you wish to upload the scanner into and click the Capture button 66

67 11. Connect the stocktake scanner to the POS and press F8 Send -> scanner screen will start to count up numbers and once complete, items will appear on the POS screen Once you have finished uploading the scanner click the Save button and then the Back button 67

68 12. Once you have completed a location, click the Completed button The status will change to Completed 13. Once you have set all your locations to Completed you are now ready to book your stocktake Click the Back button until you are in the screen below 68

69 14. Click on the Inventory and click the Completed button Once the status changes to Completed click the Transfer button Status will change to Transferred -> You have now finished your stocktake 69