TRIADR. Clerk s POS Manual

Transcription

1 TRIADR Clerk s POS Manual

2 This manual contains reference information about Triad s hardlines and lumber line of software products. The software described in this manual, as well as the manual itself, are furnished under the terms and conditions of a license agreement. The software consists of software options which are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no other part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Triad. From time to time, Triad makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens which appear in the manual may differ somewhat from the version of the software provided to you. Created by Learning Products Development for Triad Systems Corporation Copyright 1993, 1995, 1996 Triad Systems Corporation. All rights reserved. Printed in the United States of America. Triad and the stylized logo are registered trademarks of Triad Systems Corporation. Eagle is a trademark of Triad Systems Corporation. Hardlines and Lumber Division 3055 Triad Drive Livermore, CA Publication No Revision No. 5197

3 Table of Contents 1 Using This Manual... 9 About POS... 9 About This Manual... 9 Tabbed Sections Who Should Read This Manual Conventions Used in This Manual Related Publications Where to Get Help Introduction to POS Understanding the POS Transactions Sale Credit Memo Receipt on Account Estimate or Quote Open Quote Bid Order Special Order Reviewing the POS Packages Offline POS Point-of-Sale Package Classic Point-of-Sale Package Decorating/Speciality Point-of-Sale Package Lumber/Contractor Point-of-Sale Package Procedures Available in Each POS Package POS Overview What is Best Pricing? Customizing POS i

4 3 Using POS Basics...25 Learning to Use POS Using the Training Mode Entering POS Exiting POS Exiting POS from the Item (SKU) Field Exiting POS from the Clerk Field About the Three POS Screens Big Header Screen Posting Screen Mini Header Screen Completing a Sale Transaction Completing a Basic Sale Starting a Sale on the Mini Header Screen Starting a Sale on the Big Header Screen Working on the Posting Screen Totaling the Sale Saving a Sale as an Order Returning Items Completing a Credit Memo Combination Transaction Receiving Payments on Account Reprinting Sales and Credits Correcting Mistakes Voiding an Item Voiding a Transaction in Progress Voiding a Completed Sale or ROA Entering No Sale Transactions No Sale Options Opening the Cash Drawer Exiting POS Aligning Invoice Forms ii

5 Cashing a Check Displaying the Register Closed Message Creating Rain Checks Looking Things Up Looking Up Customer or Job Accounts Using QuickAccount to Look Up Customers Using the Mini Header Screen to Look Up Customers Using the Big Header Screen to Look Up Customers Displaying the Authorized to Charge Customer List Displaying the Expanded Credit Message Looking Up Transactions Using QuickRecall Using the Short Id Field on the Big Header Screen Using a Transaction Key on the Big Header Screen Using the Inquiry Window Looking Up Item Information Looking Up Items by Manufacturer Part Number Displaying Item Purchase History Using Multiview Displaying Item P.O. Information Using Multiview Using QuickView Using the Inquiry Mode Window Displaying the Extended Description Other POS Procedures Paid Outs Discounts Discounting an Item Discounting the Entire Sale Promotions Selling a Promotion Item Manually Taxable and Non-Taxable Items and Accounts Selling a Taxable Item Without Tax iii

6 Charging Tax on a Non-Taxable Item, or to a Non-Taxable Customer Changing an Item Pricing Code Selling Items in Multiples Selling Special SKUs Selling Tally Items Selling Tally 1 Items Changing Tally 1 Pairs Selling Tally 2 Items Changing Tally 2 Pairs Adding Lines of Text to a Transaction Adding Footer Lines in a Transaction Inserting an Item in a Transaction Adding Subtotals to an Estimate Changing Units of Measure Changing the Qty Field Unit of Measure Changing the Price Field Unit of Measure Using the Change Decisions Window Displaying Quantity Break and Promotion Prices Displaying a Line in a Transaction Displaying All Instances of an Item in a Transaction Analyzing Gross Profit Displaying a New GP% by Changing the Price Displaying a New GP% by Changing the Cost Displaying a New GP% by Changing the Quantity Saved Transactions...97 Understanding Estimates, Quotes, and Bids Estimates and Quotes Bids Understanding Open Quotes Understanding Orders When to Create an Order iv

7 How to Create an Order Understanding Special Orders How to Create Saved Transactions Creating Saved Transactions from Scratch Creating Saved Transactions by Copying Creating Saved Transactions Using QuickRecall Posting Items to Saved Transactions Use Codes Posting Items Totaling Saved Transactions Creating a Bid from an Estimate Creating an Open Quote from an Estimate Creating an Order from a Bid Creating an Order by Saving a Sale Maintaining Saved Transactions Special Orders and Report GPO Recalling Saved Transactions Using Short Id Field on the Big Header Screen 113 Using the Big Header Screen Transaction Key 114 Invoicing Orders Invoicing an Entire Order or Special Order 116 Partially Invoicing an Order or Special Order 116 Changing Information on the Big Header Screen Copying and Repricing Repricing a Range of Transactions 120 Working with Items on the Posting Screen Completing the Transaction Deposits Receiving an Additional Deposit Refunding a Deposit Back Ordering Items Back Ordering Items While Creating or Maintaining an Order or Special Order v

8 Changing the Backorder Quantity of an Item Voiding Saved Transactions Voiding a Transaction Deleting Saved Transactions Transaction Life Cycles Deleting a Transaction Protecting a Transaction from Purging Glossary vi

9 1 Contents Using This Manual... 9 About POS... 9 About This Manual... 9 Tabbed Sections Who Should Read This Manual Conventions Used in This Manual Related Publications Where to Get Help

10

11 1 Using This Manual This manual presents the procedures you use at point-of-sale (POS). This chapter introduces this manual and provides a general overview of POS. The following topics are included in this section: V an introduction to POS V using this manual V other publications related to POS For a complete list of topics, refer to the table of contents section on the first page of this tabbed section. About POS The POS system is an important part of your system s inventory management. Managing inventory at the item level helps you improve your gross profit percent by decreasing pricing and entry errors. In addition, selling and tracking inventory at the item level helps you order stock. It also helps you keep inventory turns at an optimal level. With the POS system, you manage inventory at the item level. At POS, you enter retail sales transactions that automatically update the quantity-on-hand in your Inventory File. You enter credits for returned or exchanged merchandise that update inventory and sales totals. About This Manual This manual focuses on the procedures for entering and maintaining all POS transaction types, including procedures for no-sale transactions you might use at POS. It does not provide information on setting up your system or terminal for POS or on how to use offline or Sierra offline POS. For those and other POS topics, refer to your Manager s POS Procedures Manual and Sierra POS User s Guide. About POS 9

12 Tabbed Sections The following tabbed sections are included in this manual. In this section 1 Using This Manual 2 Introduction to POS 3 Using POS Basics 4 Looking Things Up 5 Other POS Procedures 6 Saved Transactions Glossary Index You ll find A description of the manual, its structure, and the conventions that will help you find the information you need An explanation of the different types of POS packages and transactions; how to train yourself on POS An explanation of the basic, everyday POS procedures you use A description of other ways of looking up customer and item information A description of other POS procedures which you may use at POS POS transaction types that you can save and later recall and maintain Definitions to commonly used terms and function and report acronyms An alphabetical list of topics and page references that you can use to locate specific information Who Should Read This Manual This manual is for POS clerks and their managers who need to learn POS procedures or refresh their knowledge of infrequently used procedures. Managers especially should read the tabbed section, Introduction to POS. It includes definitions of transaction types, an overview of POS, and how pricing is determined. You do not need prior computer or POS experience to use the POS system effectively. You need to be familiar with the basic concepts of POS and know which POS package you are using. 10 Who Should Read This Manual

13 Conventions Used in This Manual The following style conventions should help you use this manual more efficiently. Convention Keys Entries Messages Footer Notes Description The keys you press to perform a function at the terminal appear in boldface type inside angle brackets. For example: Press <Enter>. Actual entries you type at the terminal keyboard are shown in bold type. For example: Type IMU. The messages and prompts you receive from the system are presented in special type. For example: THIS TRANSACTION HAS BEEN CHANGED. At the bottom of every page is a footer. Use these as guides when looking up information. Look at the bottom of this page to see an illustration of a footer. Notes contain special information. For example, a note may tell you to skip a procedure if you don t have a certain software package. Notes appear in the margins and begin with this symbol: Important Important information describes the consequences of completing or not completing a procedure. For example, if you delete a customer, you also delete the sales history. Important information begins with this symbol: Tips Tips provide an alternative method for completing a task. Tips appear in the margins and begin with this symbol: Conventions Used in This Manual 11

14 Related Publications This manual provides information on POS procedures. Other publications are available to help you set up and customize how POS works in your business. Refer to the following publications for more information. V The Manager s POS Procedures Manual covers all the procedures a manager needs to track and control activity at the POS registers. V The Security Guide includes information about setting up POS clerk security. V The Sierra POS User s Guide includes information about setting up and using Sierra Offline POS. V Online help is available for many functions and reports to give you an overview of the screen and specific information about each field. V The Getting Started With Your Eagle System manuals include the following POS documentation: V Clerk s POS Workbook V Manager s POS Workbook V Manager s POS Strategy Guide Where to Get Help If you have difficulty while working in POS, use all the immediate resources available to you. Check the following for help: V this manual V online help V the Getting Started With Your Eagle System manuals V the Training Mode If you need additional help, contact the Advice Line at Related Publications

15 2 Contents Introduction to POS Understanding the POS Transactions Sale Credit Memo Receipt on Account Estimate or Quote Open Quote Bid Order Special Order Reviewing the POS Packages Offline POS Point-of-Sale Package Classic Point-of-Sale Package Decorating/Speciality Point-of-Sale Package Lumber/Contractor Point-of-Sale Package Procedures Available in Each POS Package POS Overview What is Best Pricing? Customizing POS

16

17 2 Introduction to POS This chapter introduces the procedures that are available with each POS package and describes the various types of POS transactions. The following topics are included in this section: V an overview of the POS transaction types V the various POS packages V an overview of POS and system pricing For a complete list of topics, refer to the table of contents section on the first page of this tabbed section. Understanding the POS Transactions This section describes each type of transaction. Procedures for each can be found in these two tabbed sections, Using POS Basics and Saved Transactions. Sale A sale is the basic retail transaction. A customer selects merchandise from your stock, pays for it or charges it, and takes immediate delivery. Credit Memo You create a credit memo when a customer returns merchandise. With a credit memo, you indicate if the returned merchandise is to be put back on the shelf or if it is defective. Receipt on Account Use a POS receipt on account (ROA) when a customer gives you a payment to be applied to their accounts receivable account. ROAs are accounts receivable transactions. POS gives you the ability to receive ROAs without leaving the POS screen. Estimate or Quote When a customer asks you for a proposal or for an offer of prices on a list of materials, you create an estimate or a quote. The difference between an estimate and a quote is that estimates are stored in the system, and quotes Understanding the POS Transactions 15

18 are not. An estimate is a saved quote. You can create an estimate, save it, and later recall and change it. If the estimate is accepted by the customer, you can change it to a bid, create an order from the bid, and invoice the order. You can create a quote and print a copy of it, but the quote is not saved by the system. Open Quote An open quote is a custom price list. For a specific customer, you create a special price list on a particular group of items for a certain period of time. Then, when a customer purchases any of the items on the Open Quote, the system uses the Open Quote price. Open quotes are allowed only for designated accounts, and only one at a time per account. You can create, copy, and reprice open quotes. Bid When a customer accepts an estimate that you created, you change the estimate into a bid. A bid is an estimate that has been accepted by your customer. You have agreed on the initial quantities and prices. Order An order is similar to a sale, except you have more flexibility as to when to ship the merchandise and invoice the customer. Depending on the POS package you are using, you can: V Take deposits on orders. V Create orders from bids. V Create orders from scratch. V Create orders by copying other orders or saving a sale as an order. V Ship and invoice partially or in full. Special Order A special order is like an order, but special orders are generally used to order merchandise you do not normally stock. You can copy and reprice special orders. You can create purchase orders automatically from special orders using Report GPO. 16 Understanding the POS Transactions

19 Reviewing the POS Packages Triad offers four POS packages. All packages come with offline POS. You are using one of the following POS packages: V Point-of-Sale V Classic Point-of-Sale V Decorating/Specialty Point-of-Sale V Lumber/Contractor Point-of-Sale Offline POS Offline POS is a backup system that provides basic POS capabilities when your system CPU is down for maintenance or repair. If you invested in the battery pack, you can use offline POS during a power failure. In addition to the basic offline POS capabilities, Sierra POS stations offer more features when in offline POS (for example, bar code scanning, customer lookup, and price lookup). Sierra POS is a purchase option. Point-of-Sale Package The Point-of-Sale package includes the following features: V automatic price lookup V automatic promotional pricing V cash balancing V charge invoice printing V customer credit lookup V full function retail POS V line item insertion V same-day invoice reprints Classic Point-of-Sale Package The Classic Point-of-Sale package includes all of the features of the Pointof-Sale package, plus the following: V deposit tracking V descriptive item lookup V generate purchase orders from special orders V multiple customer lookup using QuickAccount Reviewing the POS Packages 17

20 V multiple item display V open quotes V orders and special orders V price matrix V QuickView V select and post capabilities Decorating/Speciality Point-of-Sale Package The Decorating/Specialty Point-of-Sale package includes all of the features of the Classic Point-of-Sale package, plus the following: V backorders V estimate to invoice pricing V estimate/bid retention V job accounting V kits V quantity break pricing Lumber/Contractor Point-of-Sale Package The Lumber/Contractor Point-of-Sale package includes all of the features of the Decorating/Specialty Point-of-Sale package, plus the following: V gross profit percent display V inventory adjustments V multiple selling and stocking units of measure V tallies V transfers 18 Reviewing the POS Packages

21 Procedures Available in Each POS Package The following table lists the procedures that are available in addition to the Point-of-Sale package. Refer to this table if you want to know if a procedure is available in the POS package you are using. Procedure Classic POS Decorating/ Specialty POS Lumber/ Contractor POS Analyzing gross profit X Back ordering items X X Changing a bid X X Changing an estimate to a bid X X Changing an open quote X X X Changing an order or special order Changing the unit of measure for the Price field Changing the unit of measure for the Qty field Changing tally 1 pairs X X X X X X Creating an estimate by copying another estimate Creating an estimate or quote X X X X Creating an open quote X X X Creating an open quote by copying another open quote X X X Creating an open quote from an estimate X X Creating an order by copying another order X X X Creating an order from a bid X X Creating an order from scratch X X X Creating a special order X X X Reviewing the POS Packages 19

22 Procedure Classic POS Decorating/ Specialty POS Lumber/ Contractor POS Deleting bids X X Deleting estimates X X Deleting open quotes X X X Deleting orders and special orders Invoicing orders and special orders X X X X X X Protecting an estimate from purging X X Protecting an open quote from purging X X X Repricing an estimate X X Repricing an open quote X X X Repricing an order or special order Reprinting sales and credits Selling a tally item X X X X X X X Taking deposits X X X Turning an estimate into a bid X X Using Multiple Customer Lookup Using QuickRecall* X X X *QuickRecall is a purchase option and works with any of the POS packages. POS Overview Which transactions and procedures you can do at POS depends on the POS package you are using, how you customize POS, and system pricing decisions. Here is an overview of a POS transaction: Begin a POS transaction by identifying the customer. Type a SKU number or scan a bar code for each item the customer is buying. Using best pricing, the system enters the correct item price for the customer and calculates the extended amount. 20 POS Overview

23 After you post all the items, the system calculates the total and any applicable tax, and prints a receipt or invoice. The system updates the inventory, tax files, and customer s running balance with the results of the transaction. Reports print at the end of the day showing you the updates to the inventory, sales history, tax, and accounting files. The reports print sales totals by payment type, department, clerk, and terminal. What is Best Pricing? Best pricing ensures that your customers are charged the best price to which they are entitled. The system checks all the prices available to a customer (such as retail, promotion, quantity break). The system then uses the best price for the customer. The system follows this path when determining the best price at POS. If You manually override the price by pressing <Disc> or <Promo>, or by typing the price in the Price field You do not manually override the price, the system checks if the customer is part of a category pricing plan (in Function CPP) The customer is not part of a category pricing plan, the system checks for an open quote for the customer The customer does not have an open quote, the system looks at the Price Indicator field on the Big Header Screen The pricing indicator is not D, G, or M Then The system uses the price you enter and does not check or compare that price to any other prices. If the customer is part of a category pricing plan and the item is part of the plan and the Best Price field is Y (in Function CPP), then the system uses the category price. If there is an open quote, and the item is on the open quote, the system uses the open quote price. If it is D, G, or M (discount off retail, gross margin, or markup from cost), the system uses the price based on that indicator. The system looks at the following and uses the lowest price. V retail (if Function MIV is set to include retail in best pricing) V the standard sell price for the customer (as indicated in Function MCR) V a promotion price V a quantity break price V a category price (if the Best Price field in Function CPP is set to N) POS Overview 21

24 Customizing POS In addition to the POS package you are using, there are other things you can do to customize how POS works at each of your terminals and for each of your clerks. This information is not covered in this manual, but you should keep it in mind as you work with the procedures in this manual. A procedure may be available in the POS package that you are using, but you may not have the security or terminal setup that allows you to do that transaction. Use the following functions and options to customize your POS package: V Function MIV Modify Invoice Constants for each store V Function MTR Modify Terminal Record for each terminal V User security setup assign security bits to each POS clerk V Other purchase options other POS features are available that work with all POS packages, such as QuickRecall Refer to your Manager s POS Procedures Manual for information about setting up and customizing POS. 22 POS Overview

25 3 Contents Using POS Basics Learning to Use POS Using the Training Mode Entering POS Exiting POS Exiting POS from the Item (SKU) Field Exiting POS from the Clerk Field About the Three POS Screens Big Header Screen Posting Screen Mini Header Screen Completing a Sale Transaction Completing a Basic Sale Starting a Sale on the Mini Header Screen Starting a Sale on the Big Header Screen Working on the Posting Screen Totaling the Sale Saving a Sale as an Order Returning Items Completing a Credit Memo Combination Transaction Receiving Payments on Account Reprinting Sales and Credits Correcting Mistakes Voiding an Item Voiding a Transaction in Progress Voiding a Completed Sale or ROA Entering No Sale Transactions No Sale Options

26 Opening the Cash Drawer Exiting POS Aligning Invoice Forms Cashing a Check Displaying the Register Closed Message Creating Rain Checks

27 3 Using POS Basics This chapter describes the basic procedures that anyone who uses POS should know how to do. The following topics are included in this section: V entering and exiting POS V looking at the three POS screens V completing sales and returns V correcting mistakes V entering transactions other than sales For a complete list of topics, refer to the table of contents section on the first page of this tabbed section. Learning to Use POS Many resources are available to help you learn how to use POS, including the following: V The Training Mode The Training Mode is a complete training environment that you can use anytime to learn or practice POS procedures. For more information on the Training Mode and how to access it, refer to the next section, Using the Training Mode. V Getting Started With Your Eagle System The Clerk s POS Workbook includes a series of exercises that work with the data already loaded in the Training Mode. V Clerk s POS Manual This manual describes all the procedures for the transactions you can do at POS. V Training classes Your Triad Customer Education Representative offers training classes on POS topics. Learning to Use POS 25

28 Use the following table to determine which resource to use: If You are just learning to use POS You want to learn about advanced POS procedures (such as saved transactions) You need to review a procedure or look up a new procedure You don t understand a term or phrase Then Use the Clerk s POS Workbook along with the Training Mode to practice and learn POS procedures Practice in the Training Mode using the procedures in this manual as your guide Refer to this manual, using the table of contents or index to locate the information you need Refer to the glossary section in the Clerk s POS Manual Using the Training Mode Use the Training Mode to practice POS procedures. The Training Mode functions, reports, and POS screens, look and work just like the Live Mode functions, reports, and screens, except they do not change Live Mode information. If you are not in the Training Mode, you risk changing or losing permanent information that may be set up in the Live Mode. Live Mode data is the real information in your system, such as customer names, customer balances, and inventory numbers. Use the following procedure to enter and exit the Training Mode. 1. At the login prompt, type TRAIN and press <Enter>. The Signon Screen displays. 2. Enter your name and password. If you do not know what name and password to use, check with your manager. A screen displays asking if you want to initialize the training files. You have two options: VType YES to initialize. VPress <Enter> to ignore. Type YES if you want to initialize the Training Mode. Initializing will erase any work that you may have done in the Training Mode. It will refresh the information in the Training Mode back to the original default data. 26 Learning to Use POS

29 Press <Enter> if you do not want to initialize the Training Mode. When you press <Enter> to ignore initialization, you save any work done earlier in the Training Mode. 3. The Main Menu displays with the banner at the top, APPLICATION TRAINING MODE. Important If you do not see the banner, you are not in the Training Mode. Repeat steps 1 through 3 until the banner displays. Practice POS or most any other procedure in the Training Mode. When you are ready to exit the Training Mode and return to Live Mode, continue with step At the Training Mode Main Menu, type QUIT and press <Enter>. 5. At the login prompt, type M. 6. Press <Enter>. The Main Menu displays. You are in Live Mode. Entering POS The Posting Screen or Big Header Screen must be displayed on your terminal before you can begin a POS transaction. If either of those screens does not display, use the following procedure to get to the POS screen. 1. At the Main Menu, type POS or CPOS. Press <Enter>. If you have the Point-of-Sale package or Classic Point-of-Sale package, type POS. or Note If you enter POS instead of CPOS, the system will not allow you to sell lumber SKUs (items set up as L-type records in Function IMU). If you have the Decorating/Specialty Point-of-Sale package or Lumber/ Contractor Point-of-Sale package, type CPOS. The message displays, POINT OF SALE START UP IN PROGRESS, PLEASE WAIT. Then the Posting Screen displays. 2. At Clerk, type your user name and press <Enter>. Entering POS 27

30 Use the following table to determine what to do next. If The cursor returns to the first letter of your user name and no message displays The cursor goes to the Item (SKU) field or the Cust # field on the Big Header Screen The message displays, CLERK NOT ON FILE, PLEASE TRY AGAIN Then The system is waiting for you to enter your password. Continue with step 3. You are in POS. Go to step 4. You typed a name the system does not recognize. The user name you type at the Clerk field must exist in Function MUR. Enter your clerk name again. If you cannot remember your user name, check with your manager. If you need to quit POS, refer to the next section, Exiting POS. The message displays, ACCESS TO POS NOT ALLOWED You do not have security set up to use POS. Check with your manager. If you need to quit POS, refer to the next section, Exiting POS. 3. Type your password over your user name. Press <Clear Field>. Your password does not display as you type it; it just clears the letters of your user name. After you press <Clear Field>, your user name appears again in the Clerk field. If the cursor moves to the Item (SKU) field, or the Cust # field on the Big Header Screen, you are in POS. If the message displays, INVALID PASSWORD ENTERED, PLEASE RE-ENTER, you entered an incorrect password. Enter your password again. If you cannot remember your password, check with your manager. If you need to quit POS, refer to the next section, Exiting POS. 4. Continue with the transaction. Exiting POS You can exit POS after you complete or void a transaction. There are two ways to exit POS. You can exit POS: V from the Item (SKU) field V from the Clerk field 28 Exiting POS

31 Exiting POS from the Item (SKU) Field 1. On the Posting Screen, position the cursor at Item (SKU). 2. Press <No Sale>. The message displays, PLEASE ENTER #. 3. Type 2 to exit POS. The message displays, ARE YOU SURE? 4. Type Y. The Main Menu displays. Exiting POS from the Clerk Field 1. On the Posting Screen, position the cursor at Clerk. If the cursor is at Item (SKU), press <Clear> to return to the Clerk field. 2. Type ENDPOS and press <Enter>. If there is a name in the Clerk field that has letters left over after you type ENDPOS, press <Clear Field>. Then press <Enter>. The Main Menu displays. About the Three POS Screens There are three screens in POS. They are the Big Header Screen, the Posting Screen, and the Mini Header Screen. Press <Next Screen> to move between the Big Header and Posting Screens. The Mini Header Screen displays when you are on the Posting Screen and press <Charge>, <Credit Memo>, <ROA>, or <Quote>. When you begin a POS transaction, either the Big Header Screen or the Posting Screen displays. Which screen displays depends on your terminal setup in Function MTR. Whichever screen displays, you can get to the other one by pressing <Next Screen>. Many transactions can be started on either the Mini Header Screen or the Big Header Screen. Which one you use depends on the type of transaction and which screen you are on. Keep the following in mind: V The Mini Header Screen is usually faster for everyday retail transactions such as sales, credit memos, and receipts on account. V You must process a transaction for a job account from the Big Header Screen. V If you have to fill in other information, such as a ship to address, you must use the Big Header Screen. About the Three POS Screens 29

32 V Estimates and quotes can be started from the Mini Header Screen, but you are limited in the amount of information you can include. If you need to include more information, start the transaction from the Big Header Screen. V Orders and special orders must be started on the Big Header Screen. If you are on the Posting Screen and press <Order> or <Sp Ord>, the system automatically takes you to the Big Header Screen. Big Header Screen On the Big Header Screen, you can display and enter information about the customer and the transaction. The following is an example of the Big Header Screen. 30 About the Three POS Screens

33 Posting Screen On the Posting Screen, you post the items and quantities the customer is buying. You can post up to 996 line items on the Posting Screen. The following is an example of the Posting Screen. Mini Header Screen The Mini Header Screen is a limited version of the Big Header Screen. It displays less information. When you are on the Posting Screen and press <Charge>, <Credit Memo>, <ROA>, or <Quote>, the Mini Header Screen displays on the bottom part of the Posting Screen below the columns for SKU, description, and pricing. The following is an example of the Mini Header Screen. About the Three POS Screens 31

34 Completing a Sale Transaction This section explains each part of a sale transaction. In a sale transaction, a customer selects merchandise from your stock, pays for it (cash, check, bank card, or charge), and takes immediate delivery. A sale consists of three parts that you complete in the following order: 1. Start the sale from the Mini Header or Big Header Screen. 2. Enter items on the Posting Screen. 3. Total the sale. This section includes the following procedures: V Completing a Basic Sale V Starting a Sale on the Mini Header Screen V Starting a Sale on the Big Header Screen V Working with Items on the Posting Screen V Totaling the Sale Completing a Basic Sale This section explains how to do a basic cash sale transaction from beginning to end. It gives you an overview of all three parts of a sale transaction. The sections following this procedure explain in detail each part of a sale transaction. Use the following procedure to complete a basic cash sale. 1. Enter POS and position the cursor at Item (SKU). Note The 10-key pad (on the right side of the keyboard) works the same as the numbers at the top of the keyboard. Since most of the keys you will use are closer to the 10-key pad, you may find it easier to use than the numbers at the top of the keyboard. If you do not know how to enter POS, see the earlier section, Entering POS. 2. At Item (SKU), type the SKU number for the first item you are selling. 3. Press <Display>. Information about this SKU displays. 4. Press <Tab> to move the cursor to the Qty field. If you are selling a quantity of one and the Preset Qty to 1 field in Function MIV is set to 1, you can press <Enter> after entering the item. You do not have to press <Tab> and enter the quantity. 5. Type the quantity you are selling and press <Enter>. The item is posted to the upper portion of the screen. 6. Repeat steps 2 through 5 for each item you are selling. 32 Completing a Sale Transaction

35 7. Press <Total>. The screen title changes to *PAYMENT*, the transaction total displays, and the tender information fields display at the bottom of the screen. 8. At Cash Amt, type the amount of cash the customer gives you and press <Enter>. When entering amounts in the tender fields, you can enter the amount with or without the decimal point. For example, if the customer gives you a twenty dollar bill, type the amount in one of the following ways: V20.00 V20. V2000 If you do not type a decimal point, the system automatically places a decimal point two places to the left of the last number you enter. 9. What happens next depends on your terminal setup. Usually, a receipt prints on the receipt printer. You may also see the message at the bottom of the screen, PLEASE PRESS <INVOICE>. If you see this message, press <Invoice> and a copy of the transaction prints on the invoice printer. The screen clears and you are ready to start another transaction. Starting a Sale on the Mini Header Screen If the sale is not for the cash customer number displayed in the Cust/Job field in the upper right corner of the screen, you need to enter the customer number. You can start the sale and enter the customer number on the Mini Header Screen. If the sale is for the cash customer number displayed in the Cust/Job field, you can skip this procedure for starting a sale and go to the section, Working on the Posting Screen, in this tabbed section. Use the following procedure to enter customer information and start a sale on the Mini Header Screen. 1. On the Posting Screen at Clerk, enter your clerk name if needed. For information on the Clerk field, see the section, Entering POS, in this tabbed section. After entering your clerk information, the cursor is at Item (SKU) or Qty on the Posting Screen. If you are on the Big Header Screen, press <Next Screen> to get to the Posting Screen. 2. Ask whether the customer has a store charge account. You must enter a customer s account number, even if the customer is not charging to the store account. Entering the customer s account number ensures that the customer receives the correct prices. Completing a Sale Transaction 33

36 Multistore users If you see a message that says the customer s account is not in this store, it means that this sale will be credited to your store, even though this customer s account was opened at another store. 3. If the customer has a store charge account, press <Charge>. The Mini Header Screen displays. 4. At Customer #, enter the customer s account number. If you do not know the account number, you can look it up using the Short Name field or using QuickAccount. For more information about looking up accounts, refer to the tabbed section, Looking Things Up, the section, Looking Up Customer or Job Accounts. After you press <Enter>, the customer information displays. 5. Press <Tab> to move the cursor between fields on the Mini Header Screen. Fill in or change any of the fields if necessary. Review the Message field for information you should know about this account. Note You may not need to change anything, but if the customer has a new address, for example, you can enter it. Make the change permanent by entering it in the customer record (Function MCR). Some additional fields may display at the lower right side of the screen (if set up in Function MTR). The information that displays in these fields can help you answer customer questions about their accounts or alert you to a problem with an account. The fields are VCRDA Credit available VRB Running balance VSB Statement balance (the balance at the time the last statement was printed) VDLP Date of last payment 6. After you fill in all the information, press <Enter>. The Mini Header Screen disappears and the customer number displays in the Cust/Job field in the upper right corner of the screen. 7. If the Charge Authorization Window displays, do the following: Tip If the Charge Authorization Window does not automatically display, you can press <Shift><Display> to display it. VIf the customer name displays, press <Up/Down Arrow> to highlight it. Press <Run> to select it. VIf you want to add a new name, press <Add>. In the Record Addl Auth Customer Window, type the name. Press <Add> to enter the customer or press <End> to allow only a cash sale. 8. Post items to the transaction. For more information about posting items, see the section, Working On the Posting Screen, in this tabbed section. Starting a Sale on the Big Header Screen If the sale is not for the cash customer number displayed in the Cust/Job field in the upper right corner of the screen, you need to enter the customer number. You can start the sale and enter the customer number on the Big Header Screen. 34 Completing a Sale Transaction

37 If the sale is for the cash customer number displayed in the Cust/Job field, you can skip this procedure for starting a sale and go to the next section, Working on the Posting Screen. Use the following procedure to enter customer information and start a sale on the Big Header Screen. 1. Display the Big Header Screen and position the cursor at Cust #. If the Posting Screen is displayed, press <Next Screen> to display the Big Header Screen. 2. At Customer #, enter the customer s account number. If you do not know the account number, you can look it up using the Short Name field or using QuickAccount. For more information about looking up accounts, refer to the tabbed section, Looking Things Up, the section, Looking Up Customer or Job Accounts. After you press <Enter>, the customer information displays. 3. If the cursor goes to Job #, type a job number if this transaction is for a job account. Multistore users If you see a message that says the customer s account is not in this store, it means that this sale will be credited to your store, even though this customer s account was opened at another store. If you do not know the correct job number, you can display all the job accounts for this customer by pressing <Next>. When the correct job account displays, go to the next step. 4. Press <Enter> or <Tab> to move between the fields on the screen. Add or change any of the fields if needed. 5. Press <Next Screen> to post items to the transaction. When you press <Next Screen>, the Charge Autorization Window may display. If it does, do the following: VIf the customer name displays, press <Up/Down Arrow> to highlight it. Press <Run> to select it. VIf you want to add a new name, press <Add>. In the Record Addl Auth Customer Window, type the name. Press <Add> to enter the customer or press <End> to allow only a cash sale. For more information about posting items, see the next section, Working on the Posting Screen. Working on the Posting Screen After you enter the customer information and the correct account number displays in the Cust/Job field, you are ready to post items. You can enter up to 996 line items on the Posting Screen. Note You may not need to change anything, but if the customer has a new address, for example, you can enter it. Make the change permanent by entering it in the customer record (Function MCR). Tip If the Charge Authorization Window does not automatically display, you can press <Shift><Display> to display it. Use the following procedure to post items. 1. Display the Posting Screen and enter customer information if needed. Completing a Sale Transaction 35

38 If you are on the Big Header Screen, press <Next Screen> to display the Posting Screen. 2. At Item (SKU), type the SKU for the item you are selling. You can enter up to 996 line items on the Posting Screen. There are four ways to enter SKU information. Use the following table to choose a method that works best for you and the item you are posting. Do one of the following At Item (SKU), type the SKU you are selling. To post an item at POS Press <Display>. Information about the item displays. If there is no item by that number, the message displays, THIS ITEM COULD NOT BE FOUND IN THE INVENTORY FILE. You can press <Next> or <Prev> to scroll through your inventory, or you can type another SKU number. Pressing <Display> is optional. If you do not need to view additional item information, press <Tab> after typing the SKU. Check the item description to be sure you typed the correct SKU. At Item (SKU), type the manufacturer part number. Press <Print> and at Item (SKU), type the UPC code. Press <Query>. Information about the item displays. Press <Display>. Information about the item displays. Note For 12-digit UPCs, enter the number in one of the following ways: V Type all 12 digits. V Type the first 11 digits the system calculates the check (last) digit. V Type the core ten digits the system adds a zero to the beginning of the UPC, and calculates the check digit. Scan the bar code. 3. If the cursor is still at Item (SKU), press <Tab>. The cursor is now at Qty. 4. At Qty, type the quantity you are selling. The SKU number and description for the item display on the screen. Verify that the description is correct for the item you are selling. If there is no item with that bar code assigned to it, the message displays, UPC XXXXXXXX NOT FOUND. ENTER THE SKU OR PRESS <CLEAR>. Type the bar code on the item, then press <Print/UPC>. For more information about scanning, refer to your Bar Code Procedures Guide. If you are scanning the item, you can type the quantity or scan the item one time for each unit sold. 36 Completing a Sale Transaction

39 If your terminal setup assumes a quantity of one and you are only selling one of the item, you can press <Enter> after typing the SKU to post the item. If you try to sell a greater quantity of an item than is available, the message may display, QUANTITY SOLD IS GREATER THAN QUANTITY AVAILABLE; PRESS <CLEAR > OR <ENTER>. If the message displays, do one of the following: VType over the quantity and press <Enter>. VPress <Clear> to not post this item. VPress <Enter> if you want to sell this quantity anyway. 5. If the pricing information is correct, press <Enter> to post the item. If you need to change the pricing information, press <Tab> and type the correct price. Then press <Enter> to post the item. If you are scanning items, you can scan a new item instead of pressing <Enter>. Note If you change the price that displays, the change is reported on Report RPE. There are other procedures you can do in POS, such as discounting an item, changing the description, and selling an item without tax. For more information about these and other procedures, refer to the tabbed section, Other POS Procedures. When you post an item, a code may display next to the extended price. Please see the table below for the meanings of those codes. Code B D N O P Q Definition You back ordered this item. You gave a manual discount on this item (using <Disc>). No tax is being charged on this item. The system used this customer s open quote price on this item. You gave a manual promotion price on this item (using <Promo>). The system gave a quantity break price on this item. S The system gave an automatic promotion price on this item. * This is a non-discountable item. 6. Repeat steps 2 through 5 for each item in the transaction. Continue with the next section, Totaling the Sale, when you are ready to total the transaction. Note If you post more than ten items, a second screen displays. Each screen displays up to ten line items. Use <Next> and <Prev> to look at each screen. Completing a Sale Transaction 37

40 Totaling the Sale Note If your terminal is set up to use credit authorization or check guarantee, refer to your Credit Authorization and Check Guarantee User s Guide. After you post all the items, use the following procedure to total the sale. 1. When you have posted all the items, press <Total>. The system calculates the taxable and non-taxable totals, applies any appropriate discounts and taxes, and displays the grand total at the bottom right corner of the screen. If you have other items to post, press <Clear> to remove the total information and return the cursor to the Item (SKU) field. If the Auto Disp Due Date Wind field in Function MTR is Y, the Manual Due date/invoice Assignment Window displays. Follow the prompts on the screen. 2. Ask how the customer wishes to pay. Note This message displays if the customer s account is set up to receive a terms discount, and if Function MIV is set up to give immediate terms discounts. The message may display, WILL ANY PART OF THIS TRANSACTION BE CHARGED TO THE CUSTOMER S STORE ACCOUNT? Press <Enter> if the answer is yes, or type N and press <Enter>. The payment options display at the bottom left corner of the screen. Use the following table to determine what to do next. If the customer is Then do this Paying by cash Charging the entire amount to his accounts receivable account Type the amount you are receiving and press <Enter>. Press <Enter>. You do not have to type any amount or move the cursor. When you press <Enter>, the entire amount is charged to the account. Tip If you need to add or change the authorized to charge name, press <Shift><Display>. This displays the Charge Authorization Window. You may need to do this if the Charge field does not display on the screen, but you want to charge the transaction to the customer account. Combining methods of payment Type the amount you are receiving for each payment method in the appropriate fields. Press <Tab> to move between fields, then press <Enter>. Paying by check Continue with step 3. Paying by bankcard Go to step 5. Not paying by check or bankcard. Go to step If the customer is paying by check (and your terminal is not set up to use Check Guarantee), press <Tab> to move the cursor to the Check Amt field. Type the amount of the check. Press <Tab> and type the check number at CK #. 4. Press <Tab> to enter the ABA# or press <Enter>. The ABA# is optional. ABA#s print on Report RCK. After entering an ABA#, press <Enter>. 38 Completing a Sale Transaction

41 If your terminal setup requires you to endorse checks, the message displays, PLEASE INSERT CHECK AND PRESS <PRINT> TO ENDORSE CHECK. If you see this message, do the following: VInsert the end of the check that you want to endorse into the receipt printer with the back of the check facing you. VInsert the check into the slot in front of the receipt tape and slide it all the way to the bottom of the slot. VPress <Print>. After the endorsement prints, remove the check. 5. If the customer is paying by bankcard (and your terminal is not set up for Credit Authorization), press <Tab> to move to the Bankcard Amt field. Type the amount of the bankcard and press <Tab>. Type the bankcard number and press <Enter>. If your terminal setup requires you to endorse bankcards, the message displays, PLEASE INSERT THE BANKCARD SLIP, AND THEN PRESS <PRINT> TO ENDORSE. If you see this message, do the following: VHave the customer sign the slip, then remove the carbons (if any). VInsert the end of the bankcard slip that you want to endorse into the receipt printer with the side that you want to endorse facing you. VInsert the slip into the slot in front of the receipt tape and slide it all the way to the bottom of the slot. VPress <Print>. Remove the slip. 6. What happens next depends on your terminal setup. Usually, a receipt prints on the receipt printer. You may also see the message at the bottom of the screen, PLEASE PRESS <INVOICE>. If you see this message, press <Invoice> and a copy of the transaction prints on the invoice printer. The cash drawer may open. The screen clears and you are ready to start another transaction. Saving a Sale as an Order If you cannot complete a sale transaction, you may want to save the sale as an order so you can recall and finish the transaction at another time. When you save a sale as an order, you cannot take a deposit on the order when you first save it. If you want to take a deposit, you must save the sale as an order, then recall it and take a deposit against the order. Use the following procedure to save a sale as an order. 1. Start the transaction and post items as you would for a regular sale. Press <Total> after posting all items. 2. Press <Save>. Saving a Sale as an Order 39