PharmaClik POS ONE Training Guide

Transcription

1 PharmaClik POS ONE Training Guide Accounts Receivable Last edited: May-18-16

2 2015, McKesson Canada. All rights reserved. The information contained in this document is proprietary to McKesson Canada.

3 Table of Contents Training Overview and Objectives... 4 How to Use This Learning... 4 Module 1: Customer Profiles & Charge Accounts... 5 Module Objectives... 5 BEFORE YOU GO LIVE... 5 Creating Customer Profiles... 5 Charge Accounts... 6 Charge Transactions...7 Received on Account Transactions...7 Check Your Knowledge... 8 MODULE 2: Accounts Receivable... 9 Manual Postings...10 Printing Monthly Statements Closing a Period Printing Monthly Statements Check Your Knowledge Answer Key P age

4 Congratulations on your purchase of PharmaClik POS ONE. You now have industry leading software at your fingertips to help serve your customers and your business. Training Overview and Objectives The training you will need to complete covers key Accounts Receivable components in PharmaClik POS ONE. What you are expected to be able to do (learning objectives) will be outlined at the start of each module. How to Use This Learning This book is designed to guide you through activities that will teach you how to use the features of PharmaClik POS ONE. Once an activity is done, place a check mark in the white box on the activity. This will help you keep track of where you are if the learning gets interrupted. Your ability to perform these functions will enable you to have a successful first week in the pharmacy. Icons Identifies an activity that you must perform to learn the task. Identifies reference to information on the PTS website Identifies a Knowledge Check. This will allow you to see whether you have mastered the key objectives for the module. Review concepts that aren t clear before moving on. Supporting Resources Every feature of PharmaClik POS ONE has detailed how to steps on our PTS website. You will be asked to access the site throughout the learning. Since this is your personal book, feel free to make notes throughout the training. 4 P age

5 Module 1: Customer Profiles & Charge Accounts Module Objectives By the end of this module, you will be able to: Create customer profiles Apply discounts to specific customers BEFORE YOU GO LIVE If you are going to offer discounts to employees or customers, these will need to be set up prior to going live with PharmaClik POS ONE. Creating Customer Profiles For customers or employees that are entitled to a purchase discount, a profile and pricing rules can be created. The Customer Editor is used to perform these tasks. Pricing rules are referred to as Price Matrix in PharmaClik POS ONE. These types of customers do not have the ability to charge items or carry an account balance in your store. When creating customer profiles: Customer codes are required and need to be unique. Customer codes should be made up of the first four (4) letters of the customers last name and the first two (2) of their first name (e.g., John Smith s Code is SMITJO). Use the lookup button to select the City code. The City code populates the Province and Country fields. 5 P age

6 Activity: Creating a Customer Profile You are going to create a customer profile for yourself. This should be done for all employees and customers who receive a specific discount. 1. Click the Associates icon. 2. Double-click the Customer Editor function button. 3. Enter the six-letter code (first 4 letters of the last name and first 2 of the first name). 4. Press the Tab key and the select the Create button. 5. Enter the contact information: First Name, Last name. 6. Using the lookup button select the City code. 7. Enter the remaining contact information (optional). 8. Select the Price Matrix code for the discount you would like associated with the profile. 9. Click the Add button. 10. Click the SAVE F7 button to complete the profile. Charge Accounts If you decide to use this feature, customers can charge purchases to a charge account. A customer must have a profile created in POS before a charge account can be created. However, the profile and charge account can be created at the same time. Activity: Create a Charge Account on your Existing Customer Profile Since you have already created a customer profile, let s edit that to create a charge account. For customers that don t have a profile, you will start by creating a customer profile. 1. Search for and open your customer profile. 2. In the A/R Type field, use the dropdown menu to select Balance Forward. Although there are other types of accounts, Balance Forward is the correct format for charge accounts. 3. Enter the appropriate Accounts Receivable information based on your needs. Details of the options are available in the POS Reference Material Creating a Customer Charge Account on the PTS website. 4. Select the Add button. 5. Select SAVE F7 and then CLOSE F10. 6 P age

7 Charge Transactions Use the CHARGE F6 key when customers want to charge their purchase to an account. When the payment information appears, ensure that the name displayed is correct. Remember to give the customer one of the two receipts that print. The receipt will show the customer s account balance. Received on Account Transactions Received on Account (ROA) is used to record a payment to a charge account. The ROA F7 key is used for this action. You will also use the specific function key for how they are paying (cash, debit, etc). Ensure the correct customer name is displayed on the Status bar. Remember to give the customer one of the two receipts that print. The receipt will show the customer s account balance. Activity: Purchases Charged to an Account (in TRAINING MODE) Prior to beginning this activity, ensure the Till is in TRAINING MODE. 1. Press F12 twice to go to the yellow bar. Select the yellow TRAIN G MODE F8 button. This will ensure that the sale is not recorded/processed in PharmaClik POS ONE. A customer wants to charge his purchase to his charge account. 1. Scan two products. 2. Select the CHARGE F6 button. 3. Type the first three letters of the customer s last name and press Enter. 4. Highlight the correct customer profile and press the Enter key. 5. Verify that the correct customer name appears on the Status bar at the bottom of the window. 6. If the correct name does not appear, click the Esc key, press F12 and then press the red SEARCH CUST F1 key to select the correct customer account. 7. Press the Enter key to charge the amount shown to the customer s account. 8. You will see two receipts print. Both are exactly the same. One can be signed by the customer and is yours to keep for your records. The second can be given to the customer as their receipt. 7 P age

8 Activity: Payments Made to a Charge Account (Received on Account) Now the customer comes in to pay his charge account off using cash. 1. Ensure you are still in TRAINING MODE. 2. Press the green R.O.A. F7 function key. 3. Type the first three letters of the customer s last name and press the Enter key. 4. Highlight the customer profile and press the Enter key. 5. Verify that the correct customer name appears on the Status bar at the bottom of the window. 6. Press the function key that indicates the method of payment (use F1 for cash in this example). 7. Enter the amount the customer is paying in the Amount field. 8. Press Enter to complete the transaction. 9. You will see two receipts print. One is yours to keep for your records. The second can be given to the customer as their receipt. Check Your Knowledge Answer these questions to reinforce what you learned in this module. 1. You are going to create a customer profile for Fred Johnson. Which of the following unique codes would be correct to create this profile? FREDJ JOHNFR JOHNF 2. When charging a transaction to a customer charge account, what do you need to ensure is displayed on the Status bar? Correct customer name Date Transaction number 8 P age

9 MODULE 2: Accounts Receivable The Accounts Receivable program is where you will view and manage all your customer account activity, including: Viewing and posting account transactions Printing monthly charge account statements Basic customer information displays here, including: Customer Code, First Name, Last Name, Credit Limit, Outstanding Balance (running total), and Group Code The Middle Bar contains buttons that perform a variety of actions. There are three tabs containing Accounts Receivable details for the highlighted customer. General Accounts Receivable Information: High level information that was entered in the Customer Editor application. The customer s outstanding balance displays. Accounts Receivable Detail Displays all the transactions including charges, payments and closed period. Audit Trail Displays a detailed record of the user who performed specific functions in the account (i.e, closing periods). 9 P age

10 Manual Postings Periodically you may need to make a manual posting to a charge account. These manual postings are typically done to correct a charge or payment error. The Accounts Receivable screen lists all customers that have charge accounts alphabetically, based on customer code. A Manual Posting can only occur in the current period. If a period was previously closed the posting cannot be applied. Important: This activity should only be completed for a dummy charge account, as it cannot be deleted. If you don t want to set up a dummy charge account, DO NOT complete the activity. Activity: Manually Post a Payment to a Charge Account 1. Select the Associates icon and then double-click the Accounts Receivable function button. 2. Highlight the customer code (row) that you are applying the manual post to. 3. Select the Function option in the middle of the screen. 4. Select the Post Tran option. The Post Transaction window opens. 5. In the Transaction Type field, use the dropdown menu to select the type of posting you are performing Payment or Charge. 6. In the Transaction Number field, enter the Number 1. (The next time you do a manual posting this customers account, you will use Number 2, etc.) This is a mandatory field. 7. In the Reference field, enter the reason for the manual posting (e.g. BALANCE FORWARD, CORRECTION, etc). This will appear on the customer s statement with the transaction number. 8. Enter a dollar value of the posting in the Amount field and then select the Post Transaction button. 10 P age

11 Printing Monthly Statements There are two steps to printing monthly statements: 1. Closing the Period 2. Printing the statements Closing a Period 1. Statements cannot be printed without first closing the period. 2. The period should be closed on the last day of the month or the first day of the next month. 3. The period cannot be closed on the current day you are in. (For example, if you would like your period closing to be Aug 31 st, wait to actually close the period until Sept 1 or later.) 4. When the period is closed each month, outstanding balances will be correctly identified as 30-day, 60-day, 90-day, etc. Activity: Closing a Period 1. Print the job aid in PharmaClik POS Learning > PharmaClik POS Job Aids > Customer Account Management > Closing the Period and Printing Statements. 2. Select the Associates icon and then double-click the Accounts Receivable button. The Accounts Receivable window opens. 3. Select the Period option in the middle of the screen. 4. Select the Close Period option and then select the Next button. 5. Select the Close Period Ending date using the dropdown arrow. Closing the Period should only be done after the last day of the month or after the store has closed on the last day of the month. 6. Select the last day of the previous month in the calendar and select the Next button. The date must be in the past (for example, if the period close is July 31, then you must wait until Aug to close the period). 7. Select the All Customers radio button and then select the Next button. 8. Select Close Period. 11 P age

12 Printing Monthly Statements 1. Any customer that charges to a customer account and carries a balance will require a monthly statement. 2. Monthly statements are printed from the Accounts Receivable function in PharmaClik POS ONE. 3. You must first close the period before you are able to print the statements for a given month. 4. Statements should be printed and mailed on a monthly basis to ensure customers maintain consistent payments on accounts. Activity: Printing Monthly Statements 1. Select the Associates icon and then double-click the Accounts Receivable button. The Accounts Receivable window opens. 2. Select the Statement option in the middle of the screen. 3. Select Statements from the menu. 4. In the Statement Task Options section select: Print Statements Skip Zero Balance Customers Include Zero Balance Customers with Activity 5. In the Print Detail section, select the Specific Date radio button. 6. Using the calendar dropdown, select the same date as the closing period date and select the Next button. 7. If you like, add a customer message in the field at the top of the window. This message will appear on the bottom of every customer statement. This feature can be used to alert customers of upcoming promotions or to send general greetings for seasonal holidays, for example. 8. In the Statement Form Printed section, select the Formatted Statement radio button and then select the Next button. The Customer Statements window opens. 9. In the Report Destination section, select the Print radio button. 10. Select the Print button. 11. Once done, select the Cancel button and then select the Close button. 12 P age

13 Check Your Knowledge Answer these questions to reinforce what you learned in this module. 1. A Manual Posting can only occur in the current period; if a period was previously closed the posting cannot be applied. Circle your answer. TRUE FALSE 2. When should a period be closed? After the last day of the month On the last day of the month Any time within the last week of the month to be closed 3. Before monthly statements are printed, the period must be: Started Closed Open 13 P age

14 Answer Key Knowledge Check #1 Answers 1. You are going to create a customer profile for Fred Johnson. Which of the following unique codes would be correct to create this profile? FREDJ JOHNFR JOHNF 2. When charging a transaction to a customer charge account, what do you need to ensure is displayed on the Status bar? Correct customer name Date Transaction number Knowledge Check #2 Answers 1. A Manual Posting can only occur in the current period; if a period was previously closed the posting cannot be applied. Circle your answer. TRUE FALSE 2. When should a period be closed? Any time within the last week of the month to be closed After the last day of the month On the last day of the month 3. Before monthly statements are printed, the period must be: Started Closed Open 14 P age