Customers POS User Guide

Transcription

1 Customers POS User Guide Page 1 of 14

2 Table of Contents Customers... 3 Bring Student and Staff Information into Identity File (Updates Current Identities)... 3 Set Current Student and Staff as Customers... 4 Create a New Customer or Add a Customer from Alumni / Foundation... 5 Overview of Customer View Tabs... 6 Customer View Header and General Tab... 6 Financials Tab and Comments Tab... 8 Invoices Tab... 9 Jobs and Quotes Tabs... 9 Receipts Tab Address Tabs Billing and Payments Tabs Set-up Customer Banned Stock Categories Customer Banned Stock Categories Set-up Alternate Tender and Account Defaults for Customers Page 2 of 14

3 Customers Customers in the Point of Sale module are closely integrated with the Identity file in PCSchool. This allows any person within your system, be they a Teacher, Student or Family member to purchase items from a shop, and these purchases will be recorded against this person. Of course you can still continue to make cash sales where no specific customer is specified. One advantage of using Customers is that you can create a banned items list for them. If a particular student is allergic to an item, then create a ban against this item for them. This will alert the Sales People to the ban, and will prevent a transaction with this product being completed. You may also set personal limits for customers. For example Year 8 Students may only be able to spend $5 per day at the school canteen, while Year 12's have no limit. Bring Student and Staff Information into Identity File (Updates Current Identities) Path: Customer Identities Utilities Tab Bring students and staff into identity as follows: 1. Select to Bring Students into Identity to add any new students to the Identity File and update address information for current identities. 2. Confirm Yes to proceed with the routine. New students will now appear in your Identity List. 3. Repeat the process for the Staff to add any new staff to the Identity File. Page 3 of 14

4 Set Current Student and Staff as Customers Path: System POS System Settings Customers tab Set default terms and flag students and staff as customers as follows: 1. Tick if you wish to flag Current Students as customers in Point of Sale Select the default payment terms for Students, eg. Cash on Deliver, Fortnightly, Monthly 2. etc. This can be changed for individual customers if they have different terms to the default. 3. Press button to begin the process of flagging all current students as customers, this process will also update your existing customer list with new students. 4. Tick if you wish to flag Current Staff as customers in Point of Sale. 5. Select the default payment terms for Staff, eg. Cash on Deliver, Fortnightly, Monthly etc. This can be changed for individual customers if they have different terms to the default. 6. Press button to begin the process of flagging all current staff as customers, this process will also update your existing customer list with new staff. Page 4 of 14

5 Create a New Customer or Add a Customer from Alumni / Foundation Path: Customer Identities Create a new customer as follows: 1. Select Clear to clear the view. Type in a new customer name or code (eg. Doe J) or if adding a past pupil or 2. foundation member as a customer use the Identity Lookup button and select from the list. 3. Enter / edit the identity details such as name, contact details etc. 4. Tick to add to Shop. 5. Select Save to save the identity. See below for steps to complete the process. Path: Customer Customers Page 5 of 14

6 1. Use the prompt button to bring up the Identity List. 2. Set Constrain by Category to All 3. Find the new identity in the list. 4. Select OK. An information window will appear stating The Identity you have selected is not a 5. customer. Do you wish to flag them as one?. Select Yes. 6. You will be returned to the Point of Sale Customer screen, select to Save the record and a new POS barcode will be generated for this customer. Overview of Customer View Tabs Customer View Header and General Tab 1. Shows the Customer Code, Barcode, Surname and Given Names. 2. Shows the outstanding / unpaid Balance for this customer. 3. Shows the student image / photo. 4. Next Call Date can be used to enter a date when the customer will be contacted next. This can be used for advising when stock has arrived, chasing unpaid invoices etc. A Discount can be entered if this customer is to receive a discount for such reasons as 5. being a staff member or has an agreement to pay a reduced price due to financial hardship etc. Price Code refers to Price 1 to Price 4 in the Stock Item file. It will be set to 1 by default 6. but can be changed if this customer is to have a different margin applied to their sales. When the customer is selected in the Sale View the Price option will default to that shown here (see image below for example). 7. The Category is a free form field that can be used to group customers (3 characters long). Page 6 of 14

7 Example of Price Code default in Sales View: Page 7 of 14

8 Financials Tab and Comments Tab These fields reflect account activity such as: Account Rendered: the opening balance of the account. Invoice & Receipts: current purchases made and payment received for those purchases. Transfers to Debtors: purchases made via Held Deposit or On Account transferred to the Debtors Module for processing. Balance: unpaid purchases (also reflected in Balance at the top of the view). These fields reflect period totals such as: Last Receipt: the last date a payment was received from this customer. Purchase Month to Date (Mtd): Total purchases for the POS Month. Purchase Year to Date (Ytd): Total purchases for the POS Year to Date. These fields reflect Customer limits and defaults such as: Maximum Balance: maximum amount the customer can have outstanding / unpaid at any one time. Payment Terms: the default payment terms for this customer, can be changed at time of purchase. Status: the account can be changed from Active to Suspended if the customer are not permitted to purchase goods for any reason eg, overdue account, disciplinary reasons (no tuckshop purchases) etc. Customer Comments can be entered in through this tab, they may refer to account suspension, goods on order, allergies etc. Page 8 of 14

9 Invoices Tab View customer invoices / purchases as follows: Lists all Invoices / Sales for this customer. Details included will be: Shop: the Shop Code of the shop goods were purchased from. Invoice & Date: Invoice number and the date of purchase. Deliver to & Ordered by: Delivery and order details if relevant for the invoice. 1. Invoice & Paid Amount: total purchase amount and payment amount received for the invoice. Transferred out: amount of the invoice transferred to Debtors. Balance: unpaid / outstanding amount of the invoice. Lists the stock items purchased for the highlighted invoice (above). Details included will be: Stock Code & Description: the code and description of the stock item 2. purchased. Quantity and Unit Price: number of items purchased and the cost per item. Amount, Tax and Inc Amount: the total cost (quantity by unit price), the tax portionand the total cost including tax. 3. The Comments field shows any comments referring to the invoice or stock items. 4. Invoices to Display can be changed to show All invoices or only those with outstanding balances. Jobs and Quotes Tabs Creating and viewing Customer Jobs and Quotes is currently disabled and will be covered in detail in the Users Manual. Page 9 of 14

10 Receipts Tab View receipts made towards goods purchased on account as follows: 1. The receipt Date, Number and Description are shown. The receipt Value / Amount is given. This amount may be full or partial payment of an 2. invoice, or full or partial payment for several unpaid invoices. Address Tabs Store, Enter & Update customer address information as follows: Residential, Correspondence and Billing Address information is drawn from the Identity File. If address information is Incorrect or missing run the routine Bring Student and 1. Staff Information into Identity File outlined previously in this tech tip to update your Identity File. 2. Address and contact information can be updated / edited here. Shortcut buttons to update Correspondence, Billing, Delivery or Other address tabs 3. with the same address as the Residential. NOTE: each address tab has the shortcut buttons. 4. View or edit each address tab as required. Page 10 of 14

11 Billing and Payments Tabs Store customer billing and payment details as follows: 1. Enter in the customer credit card details. The Validate button will check that the credit card prefix matches the credit card type and will 2. return an Invalid Credit Card Number error if it does not. 3. Enter the default Billing Tender 4. Enter the customer bank account details. 5. Enter the customer BPay details. 6. Enter the customer ABN if relevant. Page 11 of 14

12 Set-up Customer Banned Stock Categories The Point of Sale module allows you to ban stock categories for particular customers. This feature may be used on customers with allergies to particular food products or are not to be sold certain stationery or uniform items. There are several ways to access this view: From the menu Customer Customer Banned Stock Categories From the menu Stock Stock Categories Banned for Customers From the menu Stock Stock View and using the Customer Banned Categories or Banned Categories for Customers buttons at the bottom right of the screen Customer Banned Stock Categories There are two ways to ban stock items. The first is to block a list of categories for a customer. This is done in the Customer Banned Stock Categories view. 1. Select the customer you wish to ban from purchasing a particular stock category. 2. Select the shop you wish to ban from selling this item to the customer. From the Stock Category List tick individual categories to ban, or use the Select All / 3. Unselect All buttons. Select on which days this customer is banned from purchasing this stock category. Use 4. the Check All box for all days or tick / untick the individual days. 5. Click Copy to add these items to the customers banned category list. 6. Banned stock categories for the customer will show here. You can tick / untick days. You can remove individual or all banned categories from a customer using these 7. buttons When moving from one customer to another you can use the Refresh button to refresh 8. the banned category list. Page 12 of 14

13 Stock Categories Banned for Customers 1. Select the particular stock category you wish to ban the customer from purchasing. 2. Select the shop you wish to ban from selling this item. From the Customer List tick individual customers to ban, or use the Select All / Unselect 3. All buttons. Select on which days this customer is banned from purchasing this stock category. Use 4. the Check All box for all days or tick / untick the individual days. 5. Click Copy to add these items to the banned customer list. 6. Banned customers for the stock category will show here. You can tick / untick days. You can remove individual or all banned customers from a category using these 7. buttons. When moving from one category to another you can use the Refresh button to refresh 8. the banned customer list. If a customer attempts to purchase a stock item with a banned category they will receive a message as shown bellow. The operator will be given the option to continue with the sale (OK) or to stop the sale (NO). Page 13 of 14

14 Set-up Alternate Tender and Account Defaults for Customers Tender and account defaults can be set up and allocated to staff and students in bulk via the System Shop Details Payments tab. However some students or staff may have made an agreement to be able to use a different payment method of payment or account limit for shops. These alternate tenders an account limit can be set up manually through the Customer Shop Tender and Accounts defaults view. Path: Customer Set Tender Defaults for Customers 1. Click on the column heading and select the relevant Shop from the list. 2. Click on the column heading and select the customer from the customer list. 3. Click on the column heading and select the alternate tender from Tender default list. 4. Click on the column heading and select the alternate payment method from the list. 5. Enter in the dollar value of the account limit. Page 14 of 14