APS Automated Property System. Point-of-Sale Compliance Specification

Transcription

1 APS Automated Property System Point-of-Sale Compliance Specification

2 Table of Contents 1 Overview POS Requirements Data Capture Requirements Extract and Upload Requirements APS Validation Tables POS Data Capture Field Specification Customer Information Screen Customer Information Screen Field Descriptions Item Information Screen Item Information Screen (Jewelry) Item Information Screen (Guns) Item Information Screen Field Descriptions Confiscate Item Screen Confiscate Item Screen Field Descriptions Release Confiscated Item Screen Release Confiscated Item Screen Field Descriptions Additional Interchange File Field Descriptions...21 APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 2

3 1 Overview This document explains the Point-of-Sale (POS) data capture and data extract requirements for reporting daily transaction information to local law enforcement that must be satisfied by a POS application in order to be considered an Automated Property System (APS) compliant application. This document does not, however, discuss the specific business requirements for operating a pawn or second-hand shop such as inventory control, the calculation of loan payments, charges, and fees, accounts payable, accounts receivable, gun forms, check cashing, and layaways. Sample screens are provided only as a visual aid in describing the requirements. The information contained in these screens may be presented to the user in various ways and is left to the discretion of the POS vendor. Point-of-sale transaction information must be recorded, electronically, as the transaction occurs. A point-of-sale transaction consists of two major components: detailed information about the customer involved in the transaction, and detailed information about each item involved in the transaction. The entire sequence of events constitutes a single reportable transaction. At the end of the business day, all transaction information for the current day and any transactions that were modified since the previous day s data extract creation and transmission must be collected in a text file and transferred to the APS Central Site. The format of the upload file is described in the APS Interchange File Specification document, which is an integral part of this specification. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 3

4 2 POS Requirements 2.1 Data Capture Requirements 1) It is desirable, but not required, that the POS application be a windows-based GUI application. 2) The POS application must provide the ability to capture all data related to reportable transactions at the pawn or second-hand store when the transaction occurs. 3) The POS application must provide the ability to distinguish between different reportable transactions. Reportable transactions consist of pawns, buys, trades, sells, consignments, redemptions, renewals, extensions, confiscations, released confiscations, and voided pawns and buys. 4) The POS application must provide the ability to record, at a minimum, all data outlined in Section 4, POS Data Capture Field Specification of this document. 5) The POS application must provide the ability to validate all data as specifically described in Section 4, POS Data Capture Field Specification of this document. 6) The POS application must provide the ability to store two addresses for the customer the current address and the address appearing on the customer s ID, if different from the current address. 7) The POS application must provide the ability to standardize input of item descriptions by providing the user with the APS supplied validation tables accessible through a simple interface such as drop down lists or equivalent method. The APS-supplied validation tables contain both a code and a description of the code. It is desirable that the user be presented with the code descriptions rather than the codes. 8) It is desirable that the POS application store and retrieve the APS-supplied validation codes and descriptions from a database rather than from a flat file. 9) The POS application must have the ability to capture images of customers and items, at a future date, and associate each image with the corresponding customer or item information. 10) The POS application must have the ability to generate a unique transaction number for each transaction that occurs on a specified date. 11) The POS application must provide the ability to generate sequential transaction numbers and account for each transaction number in the sequence. 12) The POS application must have the ability to generate a unique item number for each item involved in a transaction. 13) The POS application must provide the ability to generate sequential item numbers, starting with one, for each item within a transaction and account for each item number in the sequence. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 4

5 14) The POS application must provide the ability to indicate that an item has been placed on hold by a law enforcement agency. It is desirable that the POS application record the detailed hold information obtained from the APS Hold Confirmation Notice. 15) The POS application must provide the ability to indicate that an item has been confiscated by a law enforcement agency. 16) The POS application must provide the ability to capture confiscation information as described in Section 4.3.1, Confiscate Item Screen Field Description and upload that information on a nightly basis to APS. Confiscation information must be captured on a real-time basis, as the confiscation is occurring. 17) The POS application must provide the ability to indicate that an item that was previously confiscated by law enforcement has been released back to the store. 18) The POS application must provide the ability to capture released confiscation information as described in Section 4.4.1, Release Confiscated Item Screen Field Descriptions and upload that information on a nightly basis to APS. 19) The POS application must provide the ability to provide APS with information about redemptions, extentions, and renewals of pawned items. Redemptions, extensions, and renewals must be associated with the original transaction date, transaction number, and item for the pawned item. The original transaction is defined as the pawn transaction where the goods being redeemed, extended, or renewed entered the store and exchanged hands. For example: A television was pawned on 1/10 as transaction #9945 item #2. This is considered to be the original transaction. On 3/10 the customer renewed the pawn for the television. The POS must report to APS that transaction #9945 item #2 pawned on 1/10 was renewed. On 4/10 the customer redeemed the pawned television. The POS must report to APS that transaction #9945 item #2 pawned on 1/10 was redeemed. 20) The POS application must provide for maintenance of validation tables to accommodate updates to these tables from APS. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 5

6 2.2 Extract and Upload Requirements 1) The POS application must provide the ability to extract reportable transaction information entered or updated since the last extract and transfer that information in a text file to the APS Central Site using the naming convention of mmddyyyy.txt. 2) The POS application must provide the transaction extract file to APS in the format outlined in the APS File Interchange Specification document. 3) The POS application must be able to perform the transaction extract on a nightly basis (after the store is closed for the business day). 4) The POS application must provide the ability to recover and restart the transaction extract process in the event of failure. 5) The POS application must be able to send the transaction extract as an encrypted attachment to the APS Central Site. 6) The POS application must provide the ability to recover and resend the transaction file in the event of a failure to successfully send it to the APS Central Site. 7) The POS application must be able to receive an encrypted log file from the APS Central Site at the start of each business day as an attachment. The file contains any errors that occurred during the previous night transaction upload processing, confirmation information about items placed on hold during the previous day, and any messages to the store. 8) The POS application must have the ability to transfer images of customers and items to the APS Central Site at a future date. Each image in the extract file must be associated with the appropriate customer or item information based on APSdefined specifications. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 6

7 3 APS Validation Tables APS supplies a number of validation tables to standardize input of customer and item descriptions. These codes are based upon the codes used by the National Crime Information Center (NCIC). To be considered APS compliant, these tables must be strictly adhered to. The APS supplied validation tables contain both a code and a description of the code. It is desirable that the user be presented with the code descriptions rather than the codes. The data may be presented to the user in a variety of ways, but the user should be strictly limited to the data that is contained in these tables. In doing so, the nightly extract program becomes a simple dump of the data that is contained in the database rather than a complicated program trying to cross-reference POS-specific codes with the codes that APS requires. Note that when a descriptor for an item is not found in the validation tables and OTHER is selected, the actual descriptor for the item must be placed in the Additional Information field in the upload transaction record. In this way, new codes can be identified and added to the validation tables to better reflect the types of items being received by participating APS licensees. Validation Tables Brand Name Codes Category Codes Eye Codes Gem Codes Gem Color Codes Gem Cut Codes Gun Action Codes Gun Barrel Codes Gun Caliber Codes Gun Finish codes Hair codes Item Name Codes Item Color Codes Jewelry Metal Codes Jewelry Style Codes Race Codes State Codes Transaction Codes APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 7

8 4 POS Data Capture Field Specification 4.1 Customer Information Screen APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 8

9 4.1.1 Customer Information Screen Field Descriptions Field Name Description Size 1 File Field# Validation Rules Interchange Last Name Customer s last name 25 9 Required. First Name Customer s first name Required. Middle Name Customer s middle name or Required if exists. initial Jr. Sr. Customer s title 4 12 Required if part of name. Must be one of the following: Jr., Sr., I, II, III, IV Current Address: Street Customer s current street Required. address Apt# Customer s current Required if applicable. apartment number City Customer s current city of Required. residence State/Prov. Customer s current state/province of residence 2 16 Required; Must be selected from the APS State Zip Code ID Address: Street Apt# City State/Prov. Zip Code Customer s current zip code or Canadian postal code Customer s street address as it appears on ID Customer s apartment number as it appears on ID Customer s city of residence as it appears on ID Customer s state/province of residence as it appears on ID Customer s zip code or Canadian postal code as it appears on ID Codes validation table Required; Format =[99999] or [ ] for U.S. zip code Format = [A9A9A9] for Canadian postal code Required if different from current street address Required if different from current apartment number Required if different from current city of residence Required if different from current state of residence; Must be selected from the APS State Codes validation table Required if different from current zip code; Format =[99999] or [ ] for U.S. zip code Format = [A9A9A9] for Canadian postal code Race Customer s race 1 25 Required; 1 Size indicates the number of characters the Interchange File requires. In the case where validation tables are referenced, the longer description is usually displayed on the screen and the corresponding shorter code is used in the Interchange File. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 9

10 Field Name Description Size 1 File Field# Interchange Validation Rules Must be selected from the APS Race Codes validation table. Sex Customer s gender 1 26 Required; Must be either M=male, F=Female Height Customer s height 3 27 Required; Format = [999] Example: If the customer s height is 5 9 then the value placed in the interchange file should be 509 Weight Customer s weight 3 28 Required Eyes Customer s eye color 3 29 Required; Must be selected from the APS Eye Codes validation table. Hair Customer s hair color 3 30 Required; Must be selected from the APS Hair Codes validation table. DOB Customer s date of birth Required; Format = [mm/dd/yyyy] Must be at least 18 years old Business Phone Home Phone ID Type Customer s business phone number Customer s home phone number The type of ID used for this transaction Required if exists; When provided, the area code must not be zeroes. Format = [ ] Required if exists; When provided, the area code must not be zeroes. Format = [ ] 2 32 Required; Must be one of the following: DL = driver license, ID = state ID card ID # The ID number Required; For a Minnesota DL or ID the format is: A ID State Comments The state in which the ID was issued Comments about the customer 2 34 Required; Must be selected from the APS State Codes validation table. 100 Not part of the interchange file. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 10

11 4.2 Item Information Screen Item Information Screen (Jewelry) APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 11

12 4.2.2 Item Information Screen (Guns) APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 12

13 4.2.3 Item Information Screen Field Descriptions Field Name Description Size 2 File Field# Interchange Item Information: Transaction Type Category The type of transaction being entered. The main category descriptor for the item associated with the transaction. Validation Rules 1 5 Required; Must be selected from the APS Transaction Codes validation table Required; Must be selected from the APS Category Codes validation table. If OTHER is specified, the actual category name must be supplied in the Additional Information field. Item Name The name of the item Required. Must be selected from the APS Item Name Codes Validation table for the selected category. If OTHER is specified, the actual item name must be supplied in the Additional Information field. Brand Name Jewelry Style Model # The brand name style code associated that identifies the item. The jewelry style code associated that identifies the item. The model number of the item Required for all non-jewelry categories. Required for jewelry category only if item is a watch. Must be selected from APS Brand Names validation table. If OTHER is specified, actual brand/manufacturer name must be supplied in the Additional Information field Required for all jewelry items except when the jewelry item is a watch. Must be selected from the APS Jewelry Style Codes validation table.. If OTHER is specified, actual jewelry style name must be supplied in the Additional Information field Required for all items that generally bear model names or numbers including, but not limited to, power and electronic items, vehicles and guns; Otherwise null. Serial # The serial number of the item Required for all items that generally bear serial numbers including, but not limited to, power and electronic items, vehicles, watches, and guns; Otherwise null. Exception: not required for guns that are marked antique. If no serial number exists, enter NONE. 2 Size indicates the number of characters the Interchange File requires. In the case where validation tables are referenced, the longer description is usually displayed on the screen and the corresponding shorter code is used in the Interchange File. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 13

14 Field Name Description Size 2 File Field# Validation Rules Interchange Owner Assign # The owner assigned number Required if exists. of the item. Additional Info/Markings Any additional information or markings that can be used to uniquely identify the item Required if OTHER is selected for category, item name, brand name, or jewelry style. The actual descriptor for the item must be placed in the Additional Information field. Required if item is unique and identifiable characteristics are not fully described in other fields. M/F The gender of the item Required if item is ring, category is clothing, or other relevant item; Must be either M=Male, F=Female Size The size of the item Required if item is ring, category is clothing, or other relevant item. Color The color of the item Required if relevant; Must be selected from the APS Item Color Codes validation table. Antique Transaction Date Transaction Time Transaction Number Clerk Amount Store Code Jewelry Metal Description: Karats Is the item an antique? (Must be at least 25 years old to be an antique.) The date the transaction took place at the store. The time the transaction took place at the store Required; Must be either Y=antique, N= not antique 10 2 Required; Format = [mm/dd/yyyy] Must not be greater than the current date. 5 3 Required; Format = [hh:mm] based on 24hr clock Must not exceed the current time if the transaction date is equal to the current date. The ticket number used at the store for this transaction Required The id of the clerk who 3 1 Required initiated the transaction. The amount of money that Required; changed hands for this item Format = [999,999.99] The APS assigned code of the store where the transaction took place. specified store. The following descriptors are exclusive to items whose category is jewelry. The karat weight of the precious metal. 5 Header Required; Must be the APS-assigned code for the 2 39 Required if category is jewelry and item is made of gold; Format = [99] Metal The type of precious metal Required if category is jewelry; Must be selected from the APS Jewelry Metal Codes validation table. Weight The gram weight of the 8 40 Required if category is jewelry; precious metal. Format = [ ] Length The length of a necklace 8 41 Required if category is jewelry and item APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 14

15 Field Name Description Size 2 File Field# Validation Rules Interchange chain or bracelet is a necklace, chain, bracelet, or anklet; Format = [ ] Jewelry Stone Description: The following descriptors are exclusive to items whose category is jewelry and the item contains one or more stones. Stone The primary stone description Required if category is jewelry and item contains gemstones; Must be selected from the APS Gem Color The color of the primary stone. Codes validation table Required if primary stone is entered; Must be selected from the APS Gem Color Codes validation table. Qty The quantity of the primary 3 44 Required if primary stone is entered. stone. Cut The cut of the primary stone Required if primary stone is entered; Must be selected from the APS Gem Cut Codes validation table. Carats Stone Color Qty Cut Carats The total carat weight of the primary stone. The secondary stone description. The color of the secondary stone. The quantity of the secondary stone. The cut of the secondary stone. The total carat weight of the secondary stone Required if primary stone is entered and the primary stone is a faceted stone; Format = [ ] 4 47 Required if category is jewelry and item contains more than one type of gemstone; Must be selected from the APS Gem Codes validation table Required if second stone is entered; Must be selected from the APS Gem Color Codes validation table Required if second stone is entered Required if second stone is entered; Must be selected from the APS Gem Cut Codes validation table Required if second stone is entered and the second stone is a faceted stone. Format = [ ] Gun Description: The following descriptors are exclusive to the category of firearms. Action The type of action 4 52 Required if category is firearms; Must be selected from the APS Gun Action Codes validation table. Barrel The type of barrel 4 53 Required if category is firearms; Must be selected from the APS Gun Barrel Codes validation table. Finish The type of finish 3 54 Required if category is firearms; Must be selected from the APS Gun Finish Codes validation table. Caliber/Gauge Caliber or gauge of the gun 5 55 Required if category is firearms; Must be selected from the APS Gun Caliber Codes validation table. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 15

16 Field Name Description Size 2 File Field# Interchange Grid: Itm# A unique sequential number, starting at one, identifying item number of the item within the transaction Validation Rules 2 35 Required; Format = [99] Must start at one for each transaction. Must be sequential. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 16

17 4.3 Confiscate Item Screen APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 17

18 4.3.1 Confiscate Item Screen Field Descriptions Field Name Description Size Interchange File Field#. Validation Rules Jurisdiction Name of the jurisdiction that Required. is confiscating the item Agency Name of the Agency within Required. the jurisdiction that is confiscating the item Confiscated By Last name Last name of the officer that Required. is confiscating the item First Name First name of the officer that Required. is confiscating the item Middle Initial Middle initial of the officer 1 71 Required if exists. that is confiscating the item Badge# Badge number of the officer Required. confiscating the item Phone# Phone number of the officer confiscating the item Required. The area code must not be zeroes. Case# Case number associated with Required. the investigation involving this confiscated item Confiscation Date Date of the confiscation Required; Format = [mm/dd/yyyy] Must not exceed the current date. Confiscation Time Time of the confiscation 6 68 Required; Format = [hh:mm] based on 24hr clock If Confiscation Date is the current date, Confiscation Time cannot exceed the current time. Reason for Confiscation Reason for the confiscation Required. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 18

19 4.4 Release Confiscated Item Screen APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 19

20 4.4.1 Release Confiscated Item Screen Field Descriptions Field Name Description Size Interchange File Field#. Validation Rules Original Confiscation Information Confiscating Jurisdiction Name of the jurisdiction that confiscated the item Display Only (from original Confiscating Agency Name of the Agency within the jurisdiction that confiscated the item Display Only (from original Confiscated By Last name Last name of the officer that confiscated the item Display Only (from original First Name First name of the officer that confiscated the item Display Only (from original Middle Initial Middle initial of the officer that confiscated the item 1 71 Display Only (from original Badge# Badge number of the officer who confiscated the item Display Only (from original Phone# Phone number of the officer who confiscated the item Display Only (from original Case# Case number associated with the investigation involving Display Only (from original this confiscated item Confiscation Date Date of the confiscation Display Only (from original Confiscation Time Time of the confiscation 6 68 Display Only (from original Reason for Confiscation Reason for the confiscation Display Only (from original Release Confiscation Information Confiscation Date the confiscated item Release Date was released by the confiscating law enforcement Confiscation Release Time Reason for Confiscation Release 10 2 Required; Format = [mm/dd/yyyy] Must not exceed the current date. agency back to the store Time of the confiscation 6 3 Required; Format = [hh:mm] based on 24hr clock If Confiscation Release Date is the current date, Confiscation ReleaseTime cannot exceed the current time. Reason for the release of the confiscated item back to the store. 100 Not part of interchange file. APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 20

21 4.5 Additional Interchange File Field Descriptions There are four additional interchange file fields required by APS that are not specifically addressed in the sample screen scenarios. Field Name Description Size Special fields for Extensions, Renewals, Redemptions: Original The date on which the Transaction Date original transaction occurred Original Transaction Number Original Transaction Item Number The transaction number for the original transaction The item number for the original transaction Interchange File Field#. Validation Rules 10 6 Required for extensions, renewals, and redemptions of existing pawned items; Format = [mm/dd/yyyy] 10 7 Required for extensions, renewals, and redemptions of existing pawned items. 2 8 Required for extensions, renewals, and redemptions of existing pawned items. Required for all transactions: Voided Transaction Indicates whether the transaction has been voided 1 78 Required; Must be Y =Yes, N =No APS Point-of-Sale Compliance Specification, Version 1.3 (10/01/2003) Page 21