Quick Reference Guide. Sales & Service

Transcription

1 Ascend Quick Reference Guide for Sales & Service - Contents - Sales...2 Product Exchanges...2 Quotes...3 Locating Saved Transactions...3 Layaways...4 Work Orders...5 Deposits...6 Returns...6 Special Orders...7 Selling Gift Cards & Gift Certificates...8 Processing Payments...9 Contact the Ascend Support Team: help@ascendrms.com

2 SALES A salesperson takes payment for items a customer is purchasing. Beginning a Sale 1. Ascend Desktop > [Add Sale]. 1. Specify search parameters to locate the customer. Click [Search]. 1. From the results, click the customer s name. 2. Click [OK]. 1. [F6] > Type name > [Enter]. 2. [h] [i] to highlight name > [Enter]. Adding Sale Items 1. In the Search field, scan the item s barcode. Note: Use the keyboard to enter a Part # or product description. Then press [Enter]. Processing Payments 1. Select a payment type, e.g. Cash, Check, etc. 2. In the Amount field, verify/enter the dollar amount. 3. Process payment; see Processing Payments on p.9 4. Click [Save]. The Change Due dialog box displays. 5. If required, give the customer change. 6. Click [OK] to close the Change Due dialog box. 1. [F4]-Cash, [F5]-Check, [F6]-Credit, [F7]-Debit. 2. Type amount of payment > [Enter]. 3. [Enter] to close Change Due. Paid in Full, Delayed Customer Pickup 1. Process payment; see Processing Payments on p.9 2. When the Change Due dialog box is displayed, select the Keep Transaction Open option. Exchanging Items 1. Create a return for the original item(s). Apply the refund to in-store credit for the customer. (see Return Item, Issue In-Store Credit on p.6.) 2. Create a sale for the new item(s) the customer wishes to purchase. Process the in-store credit issued above as payment. (see Processing Payments on p.9.) QUOTES A salesperson provides a price estimate for items a customer is considering purchasing. Beginning a Quote 1. Ascend Desktop > [Add Quote]. 1. [Ctrl]+Q > Type name > [Enter]. 2. [h] [i] to highlight name > [Enter]. Adding Quoted Items 1. In the Search field, scan the item s barcode. Note: Use the keyboard to enter a Part # or product description.then press [Enter]. Printing the Quote 1. From the Transaction toolbar, click [Save]. The quote is printed for the customer. Note: To print on 8.5 x 11 paper, click the [Preview] button. Then click [Print]. ing the Quote 1. From the Transaction toolbar, click [ ]. Converting the Quote into a Sale 1. From the Tools menu, select Convert Quote to Sale. Exiting Quote without Save 1. From the Transaction toolbar, click [Back]. LOCATING SAVED TRANSACTIONS A salesperson must locate a previously saved transaction. Active Transaction 1. Begin a new transaction. 2. In the Select Customer dialog box, locate the Active Transaction section. 3. Select the required transaction, e.g. Layaway, Work Order, etc. The selected transaction is opened. Closed Transaction 1. Ascend Desktop > Database Explorer. 1. Click the Sales folder. 2. Specify search parameters to locate the closed transaction. e.g. Customer.LastName contains X

3 LAYAWAYS A salesperson holds items for a customer until the items are paid in full. Beginning a Layaway 1. Ascend Desktop > [Add Layaway]. WORK ORDERS A salesperson or mechanic enters a work order for service. Beginning a Work Order 1. Ascend Desktop > [Add Work Order]. 1. [Ctrl]+L > Type name > [Enter]. 2. [h] [i] to highlight name > [Enter]. Adding Layaway Items 1. In the Search field, scan the barcode. Note: Use the keyboard to enter a Part # or product description. Then press [Enter]. Processing a Down-Payment 1. Select a down-payment type, e.g. Cash, Check, etc. 2. In the Amount field, verify/enter the dollar amount. 3. Process the down-payment; see Processing Payments on p From the Transaction toolbar, click [Save]. Paid in Full, Delayed Customer Pickup 1. Process the payment. 2. When the Paid in Full Transaction prompt is displayed, click [Keep Open]. Locate an Open Layaway 1. Ascend Desktop > [Add Layaway]. 2. In the Select Customer dialog box, locate the Active Transaction section. 3. Select the required transactions, e.g. Layaway, Work Order, etc. The selected transaction is opened. Entering Work Order Details 1. From the Transaction screen, select the [WO Detail] button. 2. At minimum, enter the following information: Due Date: From the drop-down menu, select the date on which the service must be completed. Bike: Select a previously serviced bike or enter a new bike description. Location in Store: Enter the bike s storage location. 3. Click [Save]. The Transaction screen is redisplayed. 4. In the Comments field, include a description of the work to be done. 5. Scan/enter required labor SKUs or parts. 6. Print 2 copies of the receipt: Click the drop-down arrow on the [1 Copy] button. Select 2 Copies. 7. Give 1 receipt to the customer and keep 1 receipt for your store s records. 8. Click [Save]. Completing the Work Order 1. Ascend Desktop > View menu > Work Orders Due. A list of incomplete work orders is displayed. 2. Double-click the work order that was serviced. 3. Enter/scan any additional parts/labor charges. 4. In the Comments field, enter notes about the job. Note: Be careful what you enter in the Comments field! Text entered in the Comments field is printed on the customer receipt. 5. From the Transaction toolbar, select the [WO Detail] button. The Work Order Details dialog box is displayed. 6. Enter the following information: Serviced By: Select the mechanic s name. Complete: Enable the Complete option. 7. Click [Save]

4 DEPOSITS A salesperson takes a down-payment from a customer for future purchases. Entering a Deposit 1. Ascend Desktop > [Deposit]. 5. Select a payment type, e.g. Cash, Check, etc. 6. In the Amount field, verify/enter the dollar amount. 7. Process the payment; see Processing Payments on p.9. Applying a Deposit to a Transaction 1. Begin a transaction. 2. In the Select Customer dialog box, locate the Active Transaction section. 3. Select the deposit amount. Note: The applied deposit amount is displayed in the Payments section of the transaction. RETURNS A salesperson provides money back or in-store credit for returned items. Return Item, WITH Receipt Note: The Prompt for Sales Receipt with Returns option must be enabled. 1. Ascend Desktop > [Add Return]. 2. Scan the receipt s barcode. 3. From the list, select the returned product(s). 4. Click [Add]. A confirmation dialog box is displayed. 5. Verify the customer name. Click [Yes]. 6. Process payment, returning money to customer. (see Processing Payments on p.9.) Return Item, WITHOUT Receipt 1. Ascend Desktop > [Add Return]. 2. In the Search field, scan the barcode of the returned item(s). 3. Process payment, returning money to customer. (see Processing Payments on p.9.) Return Item, Issue In-Store Credit 1. In the Search field, scan the barcode of the returned item(s). 1. From the Payment Toolbar, click [In-Store]. 2. In the Amount field, verify/enter the dollar amount to be issued as in-store credit. 3. Click [Save]. The Change Due dialog box is displayed. 4. Click [OK] to close the Change Due dialog box. SPECIAL ORDERS A salesperson takes a down-payment for an out-of-stock item. Beginning a Special Order 1. Begin a transaction. 1. In the Search field, enter a part number or product description. 2. Click [Search]. 3. If out-of-stock, the special order prompt is displayed. 4. Verify that the correct product is displayed. 5. Click [YES] to special order the item. 6. Type Yes to confirm the special order. 7. Process payment. 8. From the Transaction screen, click [Save]. Note: Special ordered items must be monitored by your store s purchaser. Tracking Back Order Status 1. Ascend Desktop > View menu > Special-Ordered Items. 2. Verify the status assigned to the special ordered item: Not Ordered Ordered Received Removing Special Order Status at Customer Pickup 1. Locate the layaway transaction that contains the special order; see Locating Saved Transactions on p3. 2. Process payment; see Processing Payments on p Click [Save]. A special order verification prompt is displayed. 4. Click [Yes] to remove the special order status. 5. Type Yes to confirm removal of the special order status. 6. Click [OK]. 7. Click [OK] to close the Change Due dialog box

5 SELLING GIFT CARDS & GIFT CERTIFICATES A salesperson sells a gift card or gift certificate to a customer. Selling Gift Cards Note: Selling gift cards requires integration with a third party service provider, Chase Paymentech Solutions. 1. Begin a sales transaction. 1. Click [Gift Cert] to sell the gift card. 2. Enter amount for the card with a negative sign, e.g In the Gift Card Number field, swipe the gift card. 4. From the Transaction toolbar, click [Save]. PROCESSING PAYMENTS A salesperson takes payment from the customer in exchange for goods or services. Cash Payment 1. From the Payment Toolbar, click [Cash] (keyboard F4). 2. Verify/enter the cash amount. 3. Click [Save]. Check Payment 1. From the Payment Toolbar, click [Check] (keyboard F5). 2. Verify/enter the check amount. 3. Enter the check #. 4. Click [Save]. Selling Gift Certificates Note: Sell gift certificates in a separate transaction. 1. At the time of sale, ask the customer for the gift recipient s name. 2. In the Select Customer dialog box, enter the gift recipient s name. 3. Click [Search]. 4. From the displayed results, click the gift recipient s name. Note: If the name is not found, click [Add] to enter the new information. 5. Click [OK]. The Transaction screen is displayed. 6. Process the customer s payment. 7. Click [Gift Cert] to transfer the money onto the gift certificate. 8. In the Gift Card Number field, enter the certificate number. 9. If available, enter the Exp. Date 10. Click [Save]. 11. Click [OK] to close the Change Due dialog box. (Integrated Swipe) Credit Card Payment Note: Ascend provides integrated credit card processing through Chase Paymentech. 1. From the Payment Toolbar, click [Credit] (keyboard F6). 3. With the cursor in the Card Number field, swipe the card through the card reader. 4. Payment is processed: If the payment is approved, a signature receipt is printed. If the payment is not approved, the following message is displayed in the Authorization Number field: Auth Declined. Note: If the payment cannot be immediately approved, voice authorization may be obtained by calling Chase Paymentech at To approve the card manually using voice authorization: Enable the Force Authorization option. In the Authorization Number field, manually enter the authorization number received via phone from card services. Click [Process]. The payment is automatically saved and a signature receipt is printed. (Separate Terminal) Credit Card Payment 1. From the Payment Toolbar, click [Credit] (keyboard F6). 3. From the Card Type drop-down menu, select the credit card type, e.g. VISA, MasterCard, etc. 4. Click [Save]. A signature receipt is printed

6 (Integrated Swipe) Debit Card Payment 1. From the Payment Toolbar, click [Debit] (keyboard F7). 3. With the cursor in the Card Number field, swipe the card through the card reader. Note: A Debit Card cannot be processed manually, e.g. by typing in the card number. 4. Instruct the customer to enter a PIN number on the PIN pad. The payment is automatically saved and recorded. (Separate Terminal) Debit Card Payment 1. From the Payment Toolbar, click [Debit] (keyboard F7). 3. Click [Save]. Trek Card Payment 1. From the Payment toolbar, click [Trek CC]. 3. From the Plan Option drop-down menu, select the appropriate plan option. 4. With the cursor in the Card Number field, swipe the Trek Card. Payment is processed: If payment is approved, a signature receipt is printed. If payment is not approved, contact card services at If the card is approved by card services, process the payment by: Enable the Call Center Approval option (located under the Authorization Number field). In the Authorization Number field, manually enter the authorization number received via phone from card services. Click [Process]. Gift Card Payment 1. From the Payment Toolbar, click [Gift Cert]. 2. Verify/enter the amount to be deducted from gift card balance. 3. With the cursor in the Gift Card Number field, swipe the gift card. Note: To check a gift card balance: From the Transaction screen, select the Customer menu > Check Gift Card Balance. Swipe the gift card. The gift card balance is displayed. Gift Certificate Payment 1. From the Payment Toolbar, click [Gift Cert]. 2. Verify/enter the amount to be deducted from the customer s available gift certificate balance. 3. In the Gift Card Number field, manually enter the certificate number. 4. If available, enter the Exp. Date. Click [Save]. Note: To check a gift certificate balance: Begin a transaction. The customer s gift certificate balance is displayed at the bottom of the Select Customer dialog box. If a transaction is open, the gift certificate balance is displayed in Customer History section. Financing Payment 1. From the Payment Toolbar, click [Financing]. 2. Verify/enter the amount to be financed. 3. Click [Save]. In-Store Credit Payment 1. From the Payment Toolbar, click [In-Store]. 1. Verify/enter the amount to be deducted from the customer s available in-store credit balance. 1. Click [Save]. Note: To check a customer s in-store credit balance: Begin a transaction. The customer s in-store balance is displayed at the bottom of the Select Customer dialog box. If a transaction is open, the in-store credit balance is displayed in Customer History section. Coupon Payment 1. From the Payment Toolbar, click [Coupon]. 1. Enter the coupon amount. 1. In the Comments field, enter a description. 1. Select whether payment should be applied to the Pre-Tax or Post-Tax amount from the Apply Amount drop-down menu. 1. Click [Save]. Trade-in Payment 1. From the Payment Toolbar, click [Trade In]. 2. Enter the amount (the value of the trade-in). 3. Search for a comparable in-store product. Note: Click [Add] if the product does not exist in your system. 4. Select whether payment should be applied to the Pre-Tax or Post-Tax amount from the Apply Amount drop-down menu. 5. Click [Save]. Account Payment Note: The Account payment is only available if the customer has an active account (line of credit) with the store. 1. From the Payment Toolbar, click [Account]. 2. Verify/enter the amount to be charged to the customer s account. 3. In the Purchaser field, enter the name of person making the purchase. 4. If required, enter a the Purchase Order #. 5. Click [Save]

7 Contact the Ascend Support Team: