Visual Retail Plus - Point of Sale Users Manual

Visual Retail Plus - Point of Sale Users Manual
Visual Retail Plus - Point of Sale Users Manual
Table of Contents
Introduction
1
......................................................................................................................................... 5
Point of Sale Screen
1
........................................................................................................................ 7
POS Screen Areas ...................................................................................................................................................... 8
Display Area ......................................................................................................................................................... 8
Controls Area ..................................................................................................................................................... 10
Dragging Buttons ............................................................................................................................................. 13
Configurable Controls ....................................................................................................................................... 14
Z-Out Worksheet ............................................................................................................................................... 22
Help Count ....................................................................................................................................................... 22
More Controls:.................................................................................................................................................... 27
Method of Payment Area .................................................................................................................................. 28
POS Operation
2
...................................................................................................................................... 30
Returns................................................................................................................................................................ 31
Return Receipt Required .................................................................................................................................. 33
Custom Forms.................................................................................................................................................... 35
Using the Custom Form .................................................................................................................................... 37
POS Inventory Deduct ...................................................................................................................................... 38
Gift Setup
3
............................................................................................................................................ 39
Using Gift Cards................................................................................................................................................. 40
Querying Cards .................................................................................................................................................. 42
Redeeming Gift Cards....................................................................................................................................... 43
Multiple Gift Cards ............................................................................................................................................. 44
Customer Management
4
............................................................................................................... 48
Split Screen Mode ................................................................................................................................................ 49
Control Buttons .................................................................................................................................................... 49
Details Tabs ........................................................................................................................................................ 50
Misc Tab ............................................................................................................................................................... 52
Combine Tab ........................................................................................................................................................ 53
Advanced Search.................................................................................................................................................. 54
Transfers
5
......................................................................................................................................... 56
General Controls................................................................................................................................................ 56
Manual Entry ................................................................................................................................................. 57
Layaways
6
7
................................................................................................................................................ 59
Customer Orders
............................................................................................................................. 62
Customer Order Screen.................................................................................................................................... 64
Order Screen Controls .......................................................................................................................................... 65
Maintaining an Order......................................................................................................................................... 66
Currencies Table
8
............................................................................................................................. 67
Currency Attributes............................................................................................................................................ 68
Controls:.............................................................................................................................................................. 69
Glossary
A
.......................................................................................................................................... 70
Welcome to Visual Retail Plus!
If you are reading this, then you are the proud new user of the Visual Retail Plus point of
sale system. The documentation is divided into two sources, this point of sale manual and the back
office users manual.
Who should read this manual?
The Point of Sale manual should be read by those who will be primarily concerned with the
operation of the point of sale system. Cashiers, store managers, sales associates, or other employees
who will be responsible for the “ringing up” of sales.
Introduction
1
Introduction
Opening the Point of Sale
Introduction
Accessing the point of sale screen is accomplished by means of the POS button from the
main screen view. When the program first loads, the POS button is the default option and can be
invoked by pressing the Enter key. If the program has not just loaded, the enter key will invoke the
last used button.
The Visual Retail Plus point of sale screen is shown above, with the three main areas of the
screen outlined in red. The three main areas of the POS screen are comprised of the following:
Point of Sale Screen
1
Point of Sale Screen
POS Screen Areas
Point of Sale Screen
1.) - Display Area. The display area contains information regarding items that are currently
“attached” or connected to the sale-in-progress. Each item that is scanned at the point of sale appears
here on its own line. The lines contain information regarding the product, size, color, price, upc, discounts, tax, and the quantity of items that are being purchased (or returned.)
2.) - Controls Area. The controls area contains 35 buttons to facilitate the many features available in
Visual Retail Plus. The exact function of each button will be explained in greater detail later in the
manual. The buttons in the center of this area can be hidden to prevent unauthorized use. Also,
access to these functions is regulated by the security model allowing for free access, password
restricted access, or zero access based on login name.
3.) - Currencies/Finalization Area. This area contains the grid showing the available methods of
payment as well as a breakdown of the total item count, subtotal, tax, and change due.
Display Area
Items added to an ongoing transaction are shown in the display area. Information about each
item is displayed as shown above. Several functions are accessible directly by clicking on the display
area.
Quantity: Click on the Qty field and change the number by typing to alter the quantity of
items being sold. Items cannot be set to a quantity of 0. To remove an item from the sale
use the “Del item” button.
SalePrice: To change the sale
price for an item for one sale
only, double-click on the sale
price field. A price change window opens up if the current user
has been granted permission to
that function..
Txbl: The checkbox in this field allows you to select taxable or non-taxable status for that
item. If the checkbox is empty, the item is not taxable.
Point of Sale Screen
Change Rep: Double-click in the rep1 or rep2 field to assign a different sales rep to that
item. Note Rep2 may show up as “R” if the grid is not expanded fully.
Discount Type: Double Click in the %/$ column to change the discount mode from “Dollars-off” ($) to percentage (%).
Discount Amount: Double Click on the “Disc.” field to set the discount amount (either in
dollars or in percentage based on the setting in the $/% field. The discounts window,
depicted here, is where you define the nature of the discount. This is identical to the use of
the discounts command button. For a detailed explanation of the use of this control window,
see the “discounts button” in the controls section.
Controls Area
The controls area of the POS screen contains the buttons used to perform various tasks during a transaction. The buttons and their respective functions are detailed below:
Point of Sale Screen
Look: The look button opens an inventory browsing window where you can search for
products in the system’s inventory list. The operation area of the look up window is
shown here. The search fields allow you to refine the listed products to those fitting the
criteria provided. The Store field will automatically contain the store ID that is set in
“Default PLU store” in the general tab of the setup screen. See “Setup” on page 65 for
more information. Items that are currently part of a HOLD cause a warning to be displayed.
Enter all or part of any of the listed aspects of a product: UPC, ProductID, Vendor (dropdown list), Description, Size, Color, Group (dropdown list), sub group, sub sub group, User defined
fields 1-4, or vendor’s product code. Select the item you wish to add to the sale in the upper part of
the window and press the “connect” button. The PLU screen closes and the POS screen now shows
the selected item as being part of the sale.
The exact search option limits the displayed results to products/items that match the text
entered in the search fields exactly.
The Sold Today button displays a quick message indicating how many of the currently
selected product have been sold during the current day.
Other Stores: When your stores are connected to the main office by means of a VPN the
other stores button displays the available on hand information
for a selected product from other store’s inventory. This feature
cannot be enabled without a VPN.
Multiple Selections:
More than one product can be attached to the current
sale via this screen by placing a checkbox in the “Multiple
Custom Button: To the immediate right of the QTY button is a configurable control
button that can have variable functions depending on what it is set to. In the setup
module, POS tab - the “External Program” dropdown box sets the function of this
control button.
Point of Sale Screen
Selections” option. When enabled, another window
appears showing the currently selected items.
The “connect” button changes to “Add to List”, and
results in the selected product being added to the list of items to
be connected. To move the items from the temporary list to the
sale - press the “Connect Above List” button.
The “Remove From List” button will take a product (that is selected) out of the temporary
list.
Quantity: The quantity button opens a keypad window where you can enter the quantity of items being sold. After scanning/typing in an item, press this button and enter
the quantity to attach to the current sale.
Goodies: The goodies button contains an interface to adjust the appearance and
attributes of the POS screen.
Restore Grid: Sets the POS display area’s grid back to default size.
Show Option Fields: Displays the contents of the four user-defined fields for the currently highlighted item as well as the items group information.
Screen Setup: Opens the screen setup window shown here. This allows you to hide certain control
buttons that you do not want to display to the sales reps. To hide buttons, remove the checkmark
from the “visible” column. The Row and Col fields allow for the rearranging of the buttons. Row
refers to the button’s position vertically while Col refers to the button’s horizontal position in the control grid. For example, a button set to Row 1, Col 1 would be in the top left corner. Row has a maximum value of 5 and column has a maximum value of 7; allowing
for 35 distinct positions for any of the control buttons.
To
return all buttons to their
default position - use the
“Defaults”
button. The
“Validate”
button
will
check to make
sure that no
two
buttons
are assigned to
the same position.
The
“Show All”
button makes every control button visible.
Point of Sale Screen
Test a Printer: Sends a test page to a printer to verify functionality.
Notepad: Opens the windows notepad application.
Rolodex: Opens the VRP Rolodex.
Close Goodies: Hides the goodies control screen.
A and a: Adjusts the size of the letters in the POS screen display area. Clicking on the large A button
will increase the size of the text in the display area, and clicking on the small A will decrease the size
of the text.
Sell Shipping: Adds a shipping product to a sale in progress for mail-orders.
Open or Close Procedure: Performs an Open Register transaction to place cash in the drawer at the
start of a day - or a Close Register Transaction to zero out the drawer at the end of the day. This module also contains a report mode to view past opens and closes. Opens that match the dollar amount of
the previous day’s close are flagged as “OK”.
Dragging Buttons
The grid buttons can also be rearranged by dragging them around. When the Goodies > Screen Setup
window is open, click on any of the 35 control buttons in
the grid and drag them to their new location.
Lines: This button reduces the height of each line in the display area to 1 character
height. This is useful to show more items onscreen at one time if there are many items
attached to a single sale.
Picture: Displays the product photo when product photos are properly set up and configured. A graphic file must exist in the defined product pictures folder with a filename
that matches the productID. For example, a product with the ProductID CC3851 would
have an associated picture file of CC3851.xxx. Where xxx represents the file extension
for that file type. (jpg, gif, tif, tga, bmp, etc)
When the picture appears, it displaces the control buttons. To return the buttons to the screen, click
on the “Hide” button at the bottom of the POS screen.
Configurable Controls
Customers: This button opens the customers window where you can attach a customer to the current sale, or manage customers. See “The Customers Module” on
page 43 for a detailed explanation of how to use this screen.
Point of Sale Screen
The 35 control buttons in the grid can be shown or hidden based on the configuration in
screen setup.
Gift Card: The redeem gift card button opens the gift card as tender window shown
here. This allows for a customer who has received a gift card to make use of it to pay
for, or help pay for a sale. Enter or scan the gift card number in the “Gift Card” field.
Enter the amount of money to use from the gift card in the amount field. The Current Card Balance displays showing the amount of credit left on the gift card.
Additional information on the use of gift cards can be found at “Using Gift Cards” on page 34
The Utilities button opens the window shown below (Issue Gift Cards), where you can cre-ate new gift
cards. Enter the number of the card to issue in “Start at Card”, the number of gift cards to create in “
Quantity of Cards”, the amount (dollar value) for each card in the amount field - and enter the receipt
number for the transaction where the money for the gift card was taken in.
Combine Cards: Allows you to combine the balances of two or more gift cards (two at a
time) into one card.
Query Card: Looks up a gift card in the system and displays the current balance, as well
as any transactions made on that card.
Recalc: Recalculates a gift card’s
remaining balance based on the starting
balance and transactions that are
attached to that gift card number.
Lost Card: Adds a transaction to the
current gift card effectively zeroing out
the balance.
The transaction is
recorded with a negative receipt number. This is used to cancel lost or stolen
gift cards.
Hold: Places the current transaction on hold. The system prompts for a hold name
when this button is pressed. The hold name identifies the transaction and is used to
restore the transaction to the screen when using the call hold button. Items placed
on hold are flagged in the LOOK screen.
Call Hold: Re-loads a transaction that was previously placed on hold. A dialog box
prompts for the hold ID that you created
when you placed the transaction on hold
initially.
Point of Sale Screen
Drawer: Opens the cash drawer and
records a “No Sale” transaction if the
current user has the necessary security
permission.
Del Item: Removes one currently
selected (scanned) item from the current
transaction. The Pre-finalize void report
will display items that have been
removed from transactions by this button prior to the sale
being completed.
Layaway: Opens the layaway screen, which is explained in detail in “Layaways” on
page 55.
Gift Registry: Opens the gift registry screen, which is explained in detail <XREF>
Matrix: This button allows you to add products to a transaction with a matrix style
grid (shown below). Enter the ProductID of the item in the scan window (yellow
box)
and
press this key. Enter the
quantity of each size/
color that you want to
add to the transaction in
the boxes that line up
with the desired size/
color
combination.
When you have entered
all desired quantities,
press the Connect button.
The Refresh button reloads a product if you change the productID or UPC in the fields to
the left of it.
The Clear Cell button deletes the contents of the currently selected cell.
The Look button opens the standard Price Look up window.
Previous Transactions: This button
opens the previous
transactions window where you can search through
old receipts. The previous screen
(shown below) displays the receipts
as they print. Receipts can be
browsed in order using the previous
or next buttons; or a specific receipt
number or date can be searched for
by entering that number or date in
the field above the find button and
selecting the find button.
Ensure that you have the
correct store and register number
selected to the left - a receipt will be
returned from a search only if it was
issued by the register selected. To
search through all receipts, select
the all registers checkbox.
Point of Sale Screen
Bye-Bye closes this window.
Point of Sale Screen
The Transfer button is used to initiate an
inventory transfer from another location to the location where the terminal is. This is used mostly for
stores that sell goods that are warehoused in a different location. Enter the store code for the source
location of the items - and a transfer transaction
will be recorded of items being sent from the
selected store to your store.
The REP button allows you to change the sales rep assigned to
that sale. Click the Rep button, a window pops up showing the
two available “rep” slots. Click on one of the grey buttons to
assign a rep to slot 1 or slot 2. Select OK to save the changes or
cancel to abort.
The MOP button allows for the change of method of payment.
Select the old method of payment from the dropdown box at the
top of the dialog box, and the new one from the bottom.
Changing 2 different methods of payment to the same method of
payment is possible, though each separate payment on the transaction remains split. If you changed
two $50 charges from two different credit cards both to cash, for example, the receipt would show:
Cash: $50, Cash $50.
The CC number button displays the customer’s credit card number if the transaction was run
through with either Paymentech Netconnect or PC Charge.
The Reload button brings the items contained on the currently displayed receipt into a new
transaction.
The Return button re-loads the items on a receipt into a new transaction and automatically
reverses each item to a return transaction.
The Void button voids the currently displayed receipt.
Re-Print: Sends the receipt to the printer.
Check the “Gift Receipt” checkbox to hide price information on the receipt.
The Note button displays any notes that have been entered for the current transaction.
The Custs button opens the customers screen where you can attach a customer to the trans-
action, or change the customer that is already attached. This is similar to the customers interface
described in “Customers” on page 43.
Clear: Cancels an in-progress transaction and clears the POS screen.
Store Credit: Opens the store credit window. This window allows for the viewing
and editing of store credits that have been issued. To display a list of store credits,
enter a store number, receipt number, name, phone number, or customer ID in the
search fields.
The Use key adds the currently selected (in the top part of the window) store credit to the
current transaction as tendered currency. The Make used / Remove Used edits the used status of the
store credit. Make used sets a store credit to used without attaching it to a particular sale. The
Remove used button removes the used status from a store credit, enabling it to be used again.
Reverse: When a line item is selected in the upper part of the POS screen, this button reverses it from a sale to a return - or from a return to a sale.
Favorites:
Opens
the
favorites
screen from
which you can select an item
defined as a favorite. Favorites are useful for items that
sell frequently, allowing the
cashiers to add them to a sale
quickly. The favorites screen
displays a grid of products that
are part of the “Favorites”
selection with the product
photo (if present.) Using a
touch-screen
monitor
or
mouse, click on the photo or
text for the item and the “connect” button to add it to a sale.
Items on the favorites screen are subdivided by groups - and a listing of all groups present in
the favorites list is shown to the right of the screen. Click on the group name to display the favorites
from that group.
To add multiple favorites at once select the “Multiple” option button and click as many
items as you need to add to the sale - then the connect list button.
Point of Sale Screen
Price: Opens a dialog box where you can set a new price for the currently selected
item.
Adding a Favorite Item: The easy way to add an item to the favorites list is via the “Inventory” screen. Browse to the item you wish to add, and press the “Zoom” button. The Add Fvrt button
makes the necessary change - then click Save to save the change.
Another way to add an item to favorites is to set the “User Defined 4” field to F.
Coupons: Opens the coupons window where you can choose one of seven predefined coupons to apply to the current transaction. Coupons are defined in the
“Coupons List” option from the POS menu at the top of the screen.
Point of Sale Screen
Note: Adds or edits a note attached to the current transaction.
Gift Card: Creates a gift card (or gift certificate, depending on which option you are
configured to use) sale, and prompts for the amount. Gift cards must be sold separately from other items. Note: In order to redeem gift cards, a method of payment
needs to be defined for gift cards. See “Gift Certificate Setup” on page 87 for
instructions on this procedure.
Transfer: Opens the transfers module to move inventory between stores. See
“Transfers” on page 51 for a detailed explanation of the transfers module.
Cost: Displays the cost of the item (what your store paid for it.)
Calculator: Opens the VRP calculator.
From Date: Enter the date from which transactions will be tallied.
Fig 1.17 - Z Out
Point of Sale Screen
Z out: Opens the Z-out module where you can perform periodic summary operations
to see how the store is doing that day, or close the register for the day (Z-out). Select
the Periodic Summary radio button to display a list of information without closing
the register. Select Z-out to close the register for the day.
Historical summaries can be viewed by entering a prior date.
.
Up To Date: Enter the last date of the time period to tally transactions for. If set to the same
as the From Date the system displays one day worth of totals.
-1: Moves the From Date field back one day.
Yesterday: Sets both From and “Up To” dates to 1 day earlier than the present time.
Rep Summary: When enabled, the Z-Out receipt includes totals summed by sales rep.
Show Details: Includes a list of individual transactions with receipt number, method of payment, and amount.
Log: Prints transaction detail information on the Z out receipt.
Attendance: Includes employee punch records in the Z out.
Point of Sale Screen
The worksheet button opens a window where you can compare the paper receipts from the
day to the information recorded in the system. Enter the receipt count and tallies for each method of
payment. The “Expected” button populates the expected count and expected total fields with the
transaction information that is recorded in the system. The compare button calculates and displays
any overages or shortages.
Help Count: Opens the help count window.
Expected: Fills in the expected receipt count and amounts for the specified time period.
Compare: Calculates the difference between expected and actual figures.
File: Exports the worksheet to a file.
Print Setup: Select options included on the print out.
View / Print: Displays the Z out report (with the options selected in Print Setup) with the
option to print the report.
Help Count
The help count screen facilitates tallying of currency bills by translating the number of bills
into an amount. Enter the number of bills and coins of each type in the white fields. When all quantities have been entered - the OK button moves the total to the worksheet grid.
Point of Sale Screen
Z-Out Worksheet
Point of Sale Screen
For non-cash currencies, the help count screen
functions in much the same way as an adding machine.
Enter each amount one by one, pressing <enter> after
each entry. The amounts are entered into the list at the
right and tallied. When finished, press the OK button.
The number of receipts and total amounts are transferred
to the worksheet view for that currency type.
If an error is made, select the erroneous amount
in the list at right and press the “Remove one” button.
Pay In / Pay Out: Opens the Pay In /
Pay Out window where you can add or subtract cash to the drawer. In most cases a
Pay In is performed at the start of the day to add cash to the drawer. When excessive
cash has built up in the drawer and needs to be removed to the back office, a pay out
transaction tells the system that money has been removed from the drawer.
Pay outs can also be used to remove cash from the register to pay vendors, maintenance
workers, petty cash, or whatever else is deemed a valid reason. In all cases a receipt is generated.
Tax Included: When the sale price of items already includes the tax, this button will
apply a “discount” to the sale equal in amount to the tax due. The system records tax
collected, though the total sale amount does not contain additional tax.
Orders: Opens the customer orders module. See “Customer Orders” on page 59
for more information about customer orders.
Discount: Opens the discounts window where you can edit or add a discount to the
currently selected item. Discounts are available in three types: The % button uses
percentage based discounts, the $ button applies a “dollar-off” type of discount, and
the new price button changes the sale price of the item to a new amount. For example, if an item was selling at $100, putting 50 in the discount amount field (Top center) while in %
mode would apply a 50% discount (the item would sell for $50.). Putting 50 in the amount box and
using a dollar off discount would subtract 50 from the cost (product would also sell for $50). Using
the new price button, and placing 50 in the amount field would cause the item to use the sale price of
$50. In this example, all three modes result in the same price. If, however, you are dealing with less
regular numbers - say a product that was selling for $1384 - and you needed to make it sell for $1200
- it would be easiest to use “new price.”
The Selected Item or All Items option determines if the discount that is entered is for only
the currently highlighted item, or for the entire sale.
Quote: Prints a receipt for a price quote without finalizing the transaction and performing currency exchanges. No financial totals are effected by a quote.
Opens a product look up window where you can search for a product to add to the
sale. In the JustLook window, the ProductID or UPC must be entered exactly.
The Store Sizes button displays the current stock quantities of the product by size in all
stores for a specific color. The Store Colors button displays the currently selected product’s in-stock
quantities by color for each store for a specific size, and the sizes/colors button displays a grid of both
size and color.
To see a summary of information for that product, click the summary button - and to add the
currently selected product to a transaction click on the “select” button.
Repairs: Opens the repairs module where items can be logged has having been sent
back for repair to a manufacturer or repair shop. Greater detail concerning the repairs
module can be found in a later chapter.
Punch Clock: Opens the time clock module where employees can clock in and
clock out. See the Back Office manual section on Time & Attendance for more
information concerning this feature.
Point of Sale Screen
Add / Replace: Determines if the discount adds to an already present discount or overwrites it. For example, if an item is already under a 10% discount, and you enter 20% with add, the
item will experience a 30% discount. If you use replace, the item will use a 20% discount.
Keyboard: Displays an onscreen keyboard enabling touch-screen users to enter text
without a keyboard.
Point of Sale Screen
Show: Opens a window that shows transaction information for items. If an item has
been scanned/entered into the current transaction it will be displayed by default
when
this
screen opens. Select the
Run button to display
information pertaining
to transactions that
occurred with that item.
Entering
an
alternate ProductID on
the product line, size, or
color will cause the
screen to narrow the displayed information to
suit the entered search
criteria.
The summary
button displays a quick
summary of the number
of transactions that
occurred for that item.
Analyze: Displays a brief inventory analysis of the currently selected item. This
includes current on-hand count as well as quantities sold for the item.
X-Out: Displays a quick summary of the day’s earnings, split up by currency type
and totalled.
Additional controls at the lower left corner of the Point of Sale Screen are pictured here.
The Bye-Bye button exits the POS screen and returns to the main menu. This option can be password
protected in the security setup to prevent unauthorized users from gaining access to the main screen.
The button immediately to the right of the Bye-Bye button is the Login button. The button
displays the username that is currently logged into the system. In this case, a user with the username
“user” is logged into the system. Clicking on this button opens the login screen where the user is
prompted to enter a username and password.
Rep 1 / Rep 2: These buttons allow you to set the names of sales reps that are assigned to
this transaction. A common use for this feature is tracking commission sales and sales performance
statistics. Click the Rep 1 or Rep 2 button to select a rep username, and click the “Apply Reps” to
save the sales rep names with the transaction.
Hide: This button hides the grid of 35 control buttons above this area. When viewing a
product photo, pressing this button twice will restore the control buttons that became hidden when the
picture was displayed.
Print To: These check boxes determine which receipt printer is used. Receipt printers are
defined in Setup > Peripherals Setup. Up to two receipt printers can be defined for each terminal (A
and B). If neither box is checked, the system will not print a receipt. If both are checked the system
prints to both printers.
Point of Sale Screen
More Controls:
Method of Payment Area
The bottom right of the point of sale screen
contains the method of pay- ment selection area
as well as a transaction breakdown.
To access the method of payments please first
click the Checkout Button. This will open up all
the currencies you have defined.
A numeric window appears where you can type
in the amount of currency n e e d e d . This
w i n d o w i s depicted below.
The area
outlined in red contains “Denomination” buttons to quickly enter common amounts. If the
selected currency type (in this case cash) has
defined denominations these buttons will
display. For credit cards, and other currency
types where there is nothing defined for
denominations - the buttons do not appear.
Selecting one of those buttons (for example, the
50) would add $50 and is functionally identical
to pressing the 5, then the 0 on the left side.
The Right and Left but- tons move this
amount-entry win- dow to the right or left side
of the screen.
The Clear All button sets all currencies to zero.
The Clear MOP sets the selected MOP to zero.
The Ok button closes the amount entry window.
Pressing any of the currencies above automatically fills
in the total due.
The Finalize button will finish the sale with the selected
MOPs.
In the above example, $48.40 has been entered for C.Card. The amounts being tendered for each
method of payment will appear in the grid. If insufficient currency is tendered, the system prompts for
the creation of a layaway.
Options: Check or Uncheck the Mix & Match checkbox to remove the effects of Mix & Match
settings. The Tax checkbox determines if tax is charged on the current transaction
ST Tax: Displays the store ID that the system is charging tax under. In most cases, this should match
your store ID at the top of the screen.
Lwy: If this checkbox is enabled, the current transaction is set to be a layaway.
Finalize: This button finalizes the sale and prints out a receipt for the transaction. When
auto-finalize is selected in the setup screen > POS tab - this button automatically presses itself when
sufficient currency has been received to satisfy the cost of the sale.
Basic Point of Sale Operation:
The main function of the POS screen is to allow for the sale of merchandise or services to
consumers. The implementation of Point of Sale within Visual Retail Plus consists of the following
basic steps to performing a transaction:
1.) Scan / Add Items: The items are scanned, manually keyed, or retrieved through
“Look”.
2.) Payment: The amount of the transaction is tallied and a method of payment is chosen
POS Operation
2
POS Operation
and entered.
Advanced Point of Sale Operation:
There is more to the VRP Pos than the basic operation detailed above. The advanced features of VRP include tracking customers, the use of gift cards, store credits, multiple currency types,
customer orders, and a myriad of other features not directly related to the POS screen.
Advanced Operation:
Depending on the settings for your system, a customer may be required before any items are
scanned (Setup “Customer Required” option enabled) or a customer may be required only for certain
currency types. (Currency table, customer required checkbox).
In addition to the steps listed above (Adding items and then taking in currency) advanced
options include:
1.) Attach Customer: A customer is selected from the customers screen , or created and
then selected - and attached to the transaction. If the customer required option is enabled, the sales
reps will have to choose a customer from the list before they will be able to scan items into the sales.
2.) Scan / Add Items: Enter the items the customer is purchasing.
3.) Discounts / Gift Cards: Apply any discounts and apply gift card values if applicable.
4.) Process Currency: Take and process tendered currency from the customer.
Returns
POS Operation
There are several situations where a return transaction is necessary, each different slightly in
how to proceed. This is, of course, assuming that the return is valid and authorized - the following
section describes how to perform return transactions in Visual Retail Plus.
The two main methods to enter a return into the system, as a newly scanned transaction or
by reloading an old receipt. To return one item out of a receipt that contains many items, it is easier
to scan the new item and use the reverse button on the POS screen. To return an entire receipt’s
worth of items it is faster to recall the receipt on the previous screen and press the return button.
This will re-load all items on that receipt and mark them as reversed.
Using the Reverse: When using the
reverse button, the system prompts to
locate the receipt information. Check off
the items in question and press ok.
When the customer returns one item, scan
that item into the POS system normally.
Then, press the reverse button on the control area to change the item from a sale
(positive dollar amount) to a return (negative dollar amount).
An item that is currently being returned has the
price displayed inside ( ) marks as shown.
Also, the total area in the finalization window will be lit in red if the net result of the transaction is money out. If
the customer is returning only one item and not exchanging it for another - the
end result will be money out of the store.
When the item is scanned in, select the appropriate method of payment
from the grid and click on the amount key that shows the amount of the return.
In most cases the method of payment that you select will be either the
original MOP used to buy the item (straight refund) or store credit. Once the
correct amount is entered into the MOP grid (shown here) press the Finalize
button to complete the sale.
Customer Exchanges One Item:
An exchange is similar to a return with the exception
that the customer is returning one item and buying a different
item. The procedure starts off the same as the return from the
previous example, however before you select the Method of Payment and finalize the transaction - you scan in the new item.
Advanced Returns/Exchanges:
Often, transactions are not as simple as the examples
POS Operation
Customer Returns One Item:
above and you will encounter situations where a customer is
returning multiple items and exchanging them for several different things. The section of the POS line item area shown here is
an example of a transaction with seven items - two of which are
being returned.
Items that have a “Line Total” enclosed in ( ) marks indicate a return. The first and third
lines show items that are being returned while everything else is being processed as a sale.
When the return button is selected while a transaction with more than one item is shown the system prompts to determine if the reversal is for only the currently highlighted item - or if it is
the entire list of scanned items.
Note: Differing Line Totals for items with the same sale price are due to different discount percentages applied to each item.
Return Receipt Required
If the system is configured to allow returns only from a receipt, the returns must be done
from the “Previous” screen. Enter the receipt number of the original receipt - or if it is recent enough
scroll to the original receipt with the previous and next buttons.
POS Operation
Once you have the original receipt displayed on the screen - press the Return button to start a return transaction. When the
receipt required option is set, you will not be
able to change the Method of Payment that is
returned to the customer.
Only the original MOP can be used for the
return. If the original sale was made with a
credit card, you must have the original
credit card present to apply the refund
Likewise, if the method of payment was
cash, the system will only allow a refund of
cash. (Unless the system has been set up to
convert all cash refunds into store credits).
Functions:
Ret Rec#: When viewing a return receipt this button displays the original receipt number.
Previous: Moves back one receipt.
Next: Moves ahead one receipt.
Rep: Change the sales Rep attached to the
receipt.
Mop: Change a method of
the receipt.
payment that was used on
Transfer: Load the items on the receipt into a transfer.
Signature: View a credit card signature. (Requires signature capture hardware)
Reload: Loads the items on the receipt into a new sale.
Return: Loads a return transaction of the currently displayed receipt.
Custs: Opens the customers screen, from which you can connect or change the customer
attached to the currently displayed receipt.
Re Print: Prints the displayed receipt again.
Note: View or edit the note attached to the currently displayed receipt.
Void: Voids the currently displayed receipt.
Depending on the nature of your business, it may be necessary to append certain custom
information to receipts. For example, a store
that sells custom-made picture frames may
need to note the height, width and shape for a
product at the time of sale. In this example,
the store has a separate product listed in
inventory for the style of the frame - however
these are not pre-made frames. Each time a
customer purchases one of these frames the
sales person must record additional information about the item.
Setting up Custom Forms
Configuring your system to use custom forms is a two-step process. The first
step is to enable the use of custom forms in the Setup screen. On the POS tab, near the bottom of the
screen - the “External Program” option needs to be set to rpcstfrm.
Once you have set the external program to rpCstFrm, press the update button and go to the
Tools > Utilities option from the menu at the top of the screen.
The final, and most important, step is to define the contents of the custom form. Select the
POS Form Designer button from the utilities menu - to open the following screen:
POS Operation
Custom Forms
POS Operation
It is on this screen where the fields are defined for the custom form. In the case of this
example of the frame store - they need to record the shape of the frame (square or oval), as well as the
height and width that the customer needs the frame made in.
The style of the wood, pattern, and color are all determined by the product - however the
shape, height, and width are not known by the system as they will be different for every frame sold.
Setting up the custom form in this screen, the owner creates a field for each of these three parameters.
Using the Custom Form
POS Operation
When an item is scanned at the register, the clerk will be asking the customer for the size
and width they need. For the case of our example store - each item represents a particular quantity of
framing material and based on the size of the frame desired, they charge for a number of quantities of
that item.
With the custom form defined, the cashier rings up
the appropriate quantity of framing material units - then
presses the “rpCstFrm” button on the POS screen. This
causes the custom form to be displayed.
The cashier enters the data for the fields that were
defined in the POS Custom form utility. Each of the
defined fields appears on this form to accept information
from the operator. Data that is entered here is recorded with
the sale transaction and is visible on the receipt for that
sale.
POS Inventory Deduct
POS Operation
Items can be removed from on-hand inventory for uses such as in-store samples, demonstrations, and other situations where cashiers take an item from stock for in-store use. Cashiers do not
need access to the inventory management system to perform the deduction, from the Point-of-Sale
screen the POS Deduct function is accessed from the right-click menu.
Right-click the mouse in the item display area and select POS Deduct from the menu.
Enter the ProductID (Style number) and click the search button. Item descriptions are
searchable when the “Include description” checkbox is enabled. When a product is
selected in the left window, available colors, sizes, and (if used) WIL are displayed. Click on a
Color, Size, and (if needed) WIL. Enter the quantity to be deducted from inventory in the
“Quantity” field. Enter a reference number if needed (the system auto-creates if none is provided) and click Ok to deduct.
Gift Setup
3
Gift Setup
Visual Retail Plus supports the use of either gift certificates or gift cards to allow for customers’ friends and relatives to receive gifts from your store without being given a specific item that
they may not care for.
Gift Certificates and gift cards are similar in function, however only one mode of use can be
employed with Visual Retail Plus. Either Gift Cards or Gift Certificates are used, not both. The main
differences between the two are illustrated below:
Gift Card: A gift card is usually represented by a credit-card sized card, which bears an
identification number. A physical card is not required for the use of this mode of gift item, however
it is reccomended that some manner of card be used. Gift Cards can be obtained pre-printed from
various printing companies with numbers either in numeric or bar-code format.
Gift cards carry a running balance that is attached to a particular gift card number. The gift
card remains usable so long as there is a remaining balance on the card. Using a gift card at the time
of purchase lowers the remaining balance by the purchase price of the items. Extra money remains
on the gift card to be used at a later date. (Note: gift card balances can be converted to cash change or
store credit if desired by the management.)
Gift Certificates: A Gift certificate is generally printed on paper, either receipt tape (basic)
or larger paper (from plain white copy paper to fancy embossed, depending on your printer hardware). A gift certificate differs from a gift card primarily in that it is expected to be used all at once.
While a gift card carries a balance, the certificate is used all at once - or converted to change / store
credit at the time of redemption.
Configuring VRP to use Gift Cards
The most important configuration step in getting the system to process gift cards is to define
the gift card method of payment. Without this, you will be unable to redeem gift cards when someone brings one back to use for a purchase.
In the currency table, create a new entry for the gift card currency type, select a single-letter
code for it (Default is G), do not check the “C.Card” box, do not check “Kick”, and set the denomina-
tion fields to 0. Click one line up to save the changes, and press the “Bye Bye” button.
For additional information about working with the currency table, see the Back Office Manual section on the Currencies Table.
In the Setup Screen, search for the setting “UseGiftCard” and set it to Y. Next, set the
parameter “GiftcardMOP” to the appropriate currency code (typically G)
Gift Setup
Store Credit is Gift Card: When enabled, any store credit that is issued takes the form of a newly
issued gift card.
Change for GC is Store Credit: This disables the feature of gift cards to carry a running balance,
causing unused funds on the gift card to be automatically converted to a store credit when the gift
card is used. If you wish to allow your customers to carry a running balance on their gift cards, do not
enable this option.
Using Gift Cards
The use of gift cards is a two-step process. In simplest terms, a gift card is sold and created
in the system, then at some later point - redeemed at the store. The “life cycle” of a gift card is
explained herein.
Selling the Gift Card
To sell the gift card, the operator presses the “Gift
Card” button in the POS screen.
This creates a sale transaction containing a gift
card item. The system prompts for the dollar amount of the
card; in this example - a gift card for $150 is added to the
transaction.
Complete the sale as you would for any other item. Following the receipt print, the gift card
issue window opens:
Gift Setup
If you are using pre-printed gift cards, type or scan the number on the card in the topmost
field (Start at Card). When accessed from a sale transaction, this screen does not allow for the creation of more than one gift card. Using this utility separately, sequential gift cards can be issued en
masse.
When the card number is entered, the OK button saves the gift card information.
The issue card utility can be access from both the POS screen (Redeem gift card window)
utilities button - or via the Tools > Utilities menu. Entering the issue utility in this manner allows for
the mass-issue of any desired number of gift cards. The number entered in the “Start at Card” field is
the first (lowest) numbered card issued. Subsequent cards will increment up one from that point.
For example, Entering 1000 in the “Start at Card” field, and issuing 10 cards (entering 10 in
“Quantity of Cards”) would generate cards 1000, 1001, 1002, 1003 - and so on through 1009. (Card
1000 counts as 1 of 10)
Querying Cards
Currently active gift cards can be searched for in the system from the POS screen “Redeem
Gift Card” button. Enter the Card ID (number) and the system displays all transactions connected to
that gift card, with receipt numbers.
Gift Setup
Redeeming Gift Cards
Gift Setup
When a customer with a gift card purchases merchandise and wishes to use the gift card to
pay for, or help pay for it; use the “Redeem Gift Card” button from the POS screen once all items
have been attached to the sale.
For stores that have multiple locations and have a vpn connection set up between the
office and the stores a gift card’s balance can be checked throughout the system. The “Verify Card
Value at Hub First” option instructs the software to check the outstanding balance of that gift card
against the main office computer. In the event a customer attempts to use a gift card at one location,
then use it again at another location in the same day - this can check to see that the gift card was
already used. Enter the card ID and click the “GO” button to check the balance at the hub.
When the correct card has been selected, press the “Use” button to add funds from the gift
card record to the current transaction. The amount of the sale (if the sale is less than the current balance of the gift card) or the amount of the gift card (if the sale’s total is higher than the card’s balance) is entered in the method of payment grid in the currency defined for gift cards.
If no Method of Payment has been set up in the currency table, or in the gift certificate setup
area of the “Setup” screen, the use button performs no action.
Gift Setup
This grid shows a sale for $145.20 being paid for
with a gift card.
If the sale amount was greater than the balance on
the card, additional payment would need to be entered to
complete the sale. In this case, the gift card’s balance was
$250 prior to this transaction - so it satisfies the purchase on
its own.
The query window shown here displays the gift card following the above sale. The initial purchase of the gift card ($250 on receipt 4012) is the topmost transaction, followed by every use of the
card after that in chronological order.
Multiple Gift Cards
Multiple gift cards can be redeemed on the same transaction by following the procedure to redeem
a gift card a second time. Select the dollar amount from the gift card that you wish to use, it will be
added together in the Gift Card payment grid. When the transaction is finalized, the money is
deducted from both gift cards.
Gift certificates are more basic than gift cards, in essence being store credit that is given to
someone other than the purchaser. Visual Retail Plus does not track gift certificates in the same manner as it tracks gift cards. Sold gift certificates are considered store credits in the system and are
redeemed in the same way as using an existing store credit.
The issuing of a gift certificate is similar to that of a gift card, in that a “gift certificate” item
is added to a transaction and then sold. This creates a store credit record in the system.
Designing the Gift Certificate
Like tags, gift certificate designs are under the control of the user. The appearance, font, and
layout of the gift certificates can be edited in much the same way as the tag designs. The gift certificate designer is available under the utilities menu accessed from the “Tools” option at the top of the
screen.
Gift Setup
Gift Certificates
The designer screen contains a table-view of the print elements on the gift certificate. The
example above is the “Sample1” gift certificate layout that is included with Visual Retail Plus. (If the
sample1 design does not appear in the design list, press the “Sample” button to create it.
Gift Setup
The sample1 layout in the WYSIWYG view. Items can be dragged around and repositioned
(with the exception of lines). PrePrintedNo, GiftReceiver, Amount, CustID, StoreNo, Storename,
Date, and RecNoHuman are variables that print their values when the gift certificate is printed - they
do not print literally as displayed in the WYSIWYG screen.
The controls box shown here appears on the WYSIWYG view, often
right on top of the design you are trying to work on. To reposition
the controls box, click on the “move the page” button and then drag
the controls window to the desired position.
Save: Saves the design changes made on the WYSIWYG screen.
Refresh: Redisplays the gift certificate design.
Ruler: Enables ruler markings.
Move the Page: After pressing this button, the controls box can be
repositioned by dragging it around the screen.
Borders: When enabled, print elements are highlighted with a black border. These borders
do not print on actual gift certificates. To see what the final print looks like, disable the borders.
Font & Typeface:
Adding Text:
To add text that is not a variable, enter a new line item with <Text> in the “Cell Name” field.
The contents of the “Free text” column appear on the gift certificate.
Other Settings:
This area contains miscellanous print settings for the
gift certificate.
Top Margin: The distance from the top of the paper
to the start of the printable area of the gift certificate.
Left Margin: The distance from the left edge of the
paper to the printable area of the gift certificate.
Height: Defines the vertical length of the printable
medium.
Width: Defines the horizontal length of the printable medium.
Portrait: Sets the printer to portrait orientation.
(More tall than wide)
Landscape: Sets the printer to landscape orientation. (More wide than tall).
Save: Saves the settings in this section to the database.
Gift Setup
To change the font or typeface of a print element on the gift certificate, enter the desired font
name in the table view “Font” column. The “B”, “U”, and “I” columns allow to enable Bold, Underline, or Italic text.
Customer Management
4
Customer Management
Customer management is an integral part of store management, the customers module of
VRP provides for the tracking of customer data. In addition to providing a means to assemble a mailing list of your customers, the customers module allows for the analysis of customer spending, tracking of store credits, and orders.
The initial customers screen (shown above) displays customer records in the order they were
entered into the system. To find a particular customer, enter all or part of their customer id, first
name, last name, telephone number, or zip code into the search field and click on the search button
(or Enter Key).
In the case of partial names or multiple matches - any customer record that matches the
entered search string is displayed in the upper grid. Clicking on a displayed customer shifts the mode
of the customers module to details mode.
Split Screen Mode
Customer Management
The details mode of the customers module contains the customers specific information organized into several tabs. When a customer is clicked on in the displayed list, the customer module
shifts to this display mode. To hide the details tabs, click on the Mode button in the lower left corner
of the screen.
Control Buttons
Advanced Search: Opens the split-screen mode to the advanced search tab.
Add New Customer: Begins creation of a new customer record. When in create mode, this
button changes function to “Cancel Adding.”
Save: Saves changes to data made on the current customer - or saves a new customer when
in add new customer mode.
Connect: Attaches the currently selected customer to a Point of Sale Transaction. When the
customers screen is opened from the main VRP screen (and not the point of sale screen) the
Connect button is equivalent to “Bye Bye.”
Mode: Toggles between open (full view) and split (detail view) modes.
Bye Bye: Closes the customer’s module. From the Point of Sale screen, this does not connect a customer to a sale.
Details Tabs
The customer information tab contains the primary information for the customer. This
includes the CustomerID, name, phone number, address, email, and membership & internal credit
details. With the exception of the CustomerID, any information on this screen can be edited by the
user.
To save changes made to the customer information, click the SAVE button in the lower left.
If the customer has data in the User Defined customer fields, a blue “View User Defined
Fields” button is visible in the lower right area of the screen. When viewing a customer that
does not have user-defined fields that contain data, this button is not visible.
Customer Management
Customer Information
Ship Address & Picture
This tab contains the shipping address, and if present - the customer’s photo. The “Print
Customer Card” prints a membership card for the selected customer. The membership card can be
printed as a standard (Credit card sized) card with photo, or a mini card (2 inch by 1 inch) without
picture.
Purchases History
The purchases history tab displays recent items purchased by the selected customer. Transactions are
displayed with store, date, receipt number, as well as information about the items and discounts. This
information can be printed by clicking on the print button at the bottom of the screen.
Customer Management
Misc Tab
The misc (miscellaneous) tab contains several function buttons for customer management.
Delete Customer: Deletes the currently selected customer.
Delete Shipping Address: Clears the shipping address
Export: Exports the currently selected list of customers (by search criteria) to a commadelimited file.
Add Relative: Adds a relative of the currently selected customer. (Husband, Wife, Child,
etc.) “Related” customers are searchable by putting a customerid in the “company” search
field.
Format 10 Digit: Format the phone number inputted into proper format.
Print Mailing Labels: Prints mailing labels for the current list of customers (by search criteria). Mailing label settings are adjusted from this tab as well.
3 x 10: Formats mailing labels for a laser printer using label sheets - Three labels across by
10 down, on an 8x10 inch sheet.
Combine Tab
.
Customer Management
Customer Management
1 x 1: Formats mailing labels for printing on a tag printer.
Print One Shipping Label: Prints a single shipping label for the current customer (for shipping merchandise).
Print Selected Customer List: Prints a list (report format) of the currently listed customers
(based on search criteria.)
Customers Required Fields: Customer information fields that are checked on this area of
the screen are required when creating new customer records. As shown in the example
above, a customer with a blank “First name” or “last name” cannot be saved until there is
data in those fields.
The advanced search tab contains various search fields that can be used to conduct more
specific searches of customers than is available with the quick search field. The advanced search is
used mostly for building a “currently selected list” of customers for purposes of printing mailing
labels, reports, or exported data.
Sort Order: The sort order determines what field of customer data is used for the sorting of
the records.
Save as Default Sort: Saves the selected sort order. The next time the customer screen is
opened, the initial display of customers will show the first 500 records, arranged by the sort order that
was saved with this key.
Customer Management
Advanced Search
Customer Management
User Defined Fields Tab
This tab facilitates the management of user-defined data fields for the customer database.
These fields can be added based on the specific needs of your business to track other information
about a customer that is not built into the customers module by default.
When displayed, the field definitions are hidden by default. The “Edit User Defined Fields”
button reveals the field definition when clicked.
The use of these user defined fields is a two-step process. The first step is to create the field
definition, and the second is to populate that field with data for the customer. The sub-window on the
right side of the screen (User Defined Fields) displays all currently defined user fields for the customers. Creating a new user defined field is done by clicking on the bottom-most empty line (with the *
mark) and entering a sequence number (Seq). The Seq number must be a unique value between 1 and
15 (no two fields can have the same Seq number) and numeric (no letters). After entering the Seq
number, enter a description of the user field under the ‘description’ column.
In the example above, two user defined fields exist “Eyes” (for eye color), and DOB (date of
birth). Creating these fields allows for two additional pieces of information to be tracked for each
customer - however adding these field definitions does NOT add data to each customer, only a place
to put that data.
The left side of this tab shows the currently existing user-defined fields as well as the cur- rently selected
customer’s data for those fields. Entering data into the user fields entails typing that data into the field to the right
of the description (on the left side of the window) and pressing the save button on the customer’s screen.
Customer Management
The transfer module allows you to quickly and easily exchange inventory between multiple
stores. There are three primary ways to select items to be transferred; manual entry (including
scanning at the register), data collector scanning, and importing from a text file created by a PDC.
To begin setting up a transfer, select a source and destination store in the from/to area. Once
a destination store is selected, a list of inventory available for transfer from the source store will be
displayed in the center of the window.
Sample Inventory Display:
General Controls
Each transfer transaction requires a reference number. The reference number can be entered manually,
or auto-created by the system. Having the system auto-create in VRP mode saves time and ensures
that the same reference number is never re-used.
Transfers
5
Transfers
Controls:
Transfers
From/To: Select the stores you wish to transfer from and to.
Del Scans: Prompts you to delete all scans, delete store scans, or a selected line.
Manifests: Allows you to see a detailed report about a transfer. It’s received and intended
amount.
Advances: Prompts a different set of controls for transfers.
Import: Import a set of items to be transferred.
Transfer Note: Add a note to the transfer.
Ok: Completes the transfer and saves all information.
Bye-Bye – Closes the transfer module.
Manual Entry
Manual entry of items for transfer includes three sub-modes of data entry. Typing in UPCs
in the appropriate field, scanning UPCs into the appropriate field with a scanner at the PC, and selecting the items for transfer from the displayed list.
Search Fields:
The search fields below the inventory list allow the narrowing of the displayed list to more easily
locate specific items. Items can be searched by ProductID, UPC, Description Text, and Group text.
Entering Products Manually:
Enter the UPC in the field, or place the cursor in the field and scan an item. To change the
quantity of an item, scan or enter it multiple times – or highlight that UPC in the “Good Scans” menu
in the top right, and enter the quantity of items to be transferred in the Quantity field immediately to
the right of the “Scan Items Below” field.
The quantity field overwrites the previous quantity, thus to
change the shown quantity from 2 to 12, you would enter 12, not 10. Continue adding items until all
necessary items are present in the good scans list. Define the reference number (auto-create is recommended) and select the finalize button.
PDC Transfers
PDC Tra
A portable data collector can be used to pre-scan a quantity of items that are to be transferred, enabling some of the work to be done free of the leash of a keyboard-scanner located at the
point of sale (or back office) computer.
Finalizing
Once all items to be transferred are listed in the good-scans area, verify the from/to store,
send mode (Send/Receive, or send only), and reference number. When all information is correct,
select finalize to complete the transfer process.
Layaways occur when a customer makes a partial payment on an item or group of items, and
those items are reserved for the customer at the store until the full balance is satisfied. The layaway
screen (shown above) allows you to view current and past layaways, add or remove items to the layaway, make payments, and print reports of layaway status.
The top grid displays information about layaways in the system based on the selection of
open / closed / all - as well as any criteria entered in the search fields. Entering a layaway number,
customer ID, name, or telephone number, store id - or item UPC in any of the search causes only
layaways that match the entered text to display.
The bottom area of the screen shows the individual items attached to each layaway. The
contents of a layaway can be altered by the use of the maintain button. This feature re-opens the
layaway at the point of sale screen as though it were still a transaction in progress. From here the fol-
Layaways
6
Layaways
lowing layaway maintenance functions can be performed:
Add Items: To add an item to the layaway, scan it (just like it was being sold normally) or
use the LOOK button to locate the item and connect it.
Remove Item: To remove an item, click on it in the upper part of the point of sale screen
and click on the “Rem Item” button.
Edit Item: The quantity, discount, price, and tax for each item can be edited as though it
were part of a normal transaction.
Saving Changes
Layaways
When all necessary changes have been made to the layaway, the “Done Making Changes”
button saves the layway back into the system.
Viewing Activity
Within the layaway screen, the bottom right section displays all editing activity that has
occurred on the selected layaway. Adding or removing items, changing price / discount or tax information is recorded in this log.
The customer details displays
information about the customer that has
placed the layaway that is currently
selected from the list of layaways.
Payments made to that layaway are
itemized by receipt number in the
lower part of this area - including the
date, method of payment, and amount
paid.
Control Buttons
Layaways
The layaway screen control buttons have the following functions:
Payment: Adds a layaway payment to the POS screen current transaction. When you return
to the POS screen, select the method of payment and enter the amount the customer wishes
to pay towards the layaway. If the amount equals the remaining balance, the layaway will
automatically close. By default, the layaway payment is entered at the full outstanding balance of the layaway. Items in the layaway can be selectively highlighted (see select value
above) before clicking on the payment button. When the payment button is clicked with
items highlighted, the amount of the layaway payment is set equal to the combined sale price
of the selected items.
Activity History: Displays a list of all changes made via the Maintain function.
Statement: This button sends a current statement of the layaway to the receipt printer.
Report: Prints a layaway report.
P/U Ship: For customer orders, this feature allows items to be marked as picked up or
shipped when they leave the store’s inventory.
Penalty: Adds a penalty amount to the layaway transaction. This is most often used when
layaway policy dictates a payment is required on a specific schedule and late or missed payments incur a maintenance charge.
Bye Bye: Exits the layaway screen.
Maintain: Reopens the layaway in the point of sale screen where items can be added,
removed, or edited. The program returns to the point of sale screen with the items on the
layaway shown as part of a current transaction. Make any desired changes - including adding items, removing items, changing discounts or quantities. Clicking the Done Making
Changes button saves the layaway back to the layaway screen.
Void: Voids/cancels the layaway.
Partial Pick Up: Marks some of the items in a layaway/order as picked up without indicating the entire order/layaway has been picked up by the customer.
Convert: Converts the layaway to a store credit. This has the effect of creating a store credit
equal in dollar value to the total amount of money collected on the selected layaway.
Previous: Opens the currently selected layaway’s original receipt in the previous screen.
There are several situations where the use of Customer Orders is appropriate. These include
a product being out of stock, a sales room that sells products that are shipped from a separate location,
or a business that does not maintain stock - and orders each item as it is purchased.
In order to use customer orders they must be enabled in the store setup. For more information about the setup module, see “Setup” on page 65
Starting a customer
order is very similar
to processing a normal sale.
What
changes a sale into an
order is selecting the
order
checkbox
located above the
method of payment
grid.
When a checkmark
is placed in the box
(circled) the sale is
recorded in the system as a customer
order.
Ringing up a customer order is (with the exception of the
order checkbox) functionally identical to a normal sale from
the perspective of the Point of Sale screen. When creating a
Customer Orders
7
Customer Orders
Customer Orders
customer order sale a customer must be assigned to the
order. Attempting to finalize a customer order sale without
assigning a customer results in the system prompting for the
selection of a customer. The sale will not finalize without a
customer being assigned. When the sale is finalized, the
system prompts to determine if it is necessary to print a pick
ticket or additional receipt copies. Pick tickets are used when items are in stock, but at a different
location. In most cases the customer at the store takes the pick ticket to the warehouse location to
claim their merchandise.
Payment
A customer order can be initiated with a partial or full payment - or none at all if so desired.
A customer order record is generated when the sale is finalized. As with layaways, it is possible to
record a series of payments over time if needed. When the outstanding balance of the order has been
satisfied - the order will remain open until the items within it are marked as having been picked up.
Customer Orders
Customer Order Screen
The customer orders screen is used for the management of customer orders. Tasks including
accepting partial or full payments, reporting, registering pick ups, and closing orders are performed
from this screen. Accessing this screen is accomplished from the Orders button from the POS
screen.
The upper area of the screen shows a list of outstanding (if the “open” option is selected in
the center of the screen) customer orders that fit entered search criteria (order number, customer
name, id, or telephone, store number, or a particular UPC). Select the “Closed” radio button to show
closed orders - or the “All” button to display all orders regardless of status.
The bottom area of the screen displays the individual item(s) that are attached to the order.
Each item is listed with UPC, product name, quantity, price, size, and color.
Customer Orders
The bottom right area of the screen
shows the payment history for the currently selected order. Dispalyed here is
the total amount of the order, the
amount thus far paid against the order
(paid) and the amount that is still
outstanding (due).
The lower part of this section shows the
receipt numbers, dates, payment methods, and amounts for payments that
were made against the order.
The customer’s information can be
accessed via the cust details button.
Print Request: This button prints a
stockroom request ticket. This is implemented by having a networked printer
installed in the warehouse or stock
room, and sending this print request to that printer. A ticket showing the layaway number and register number prints - requesting a stock clerk collect the items belonging to that layaway and bring
them to the indicated register.
This example shows the same order after multiple pay-
ments have been made against it.
Order Screen Controls
Payment: Pressing the payment button switches back to the POS screen with an order payment item attached to a sale transaction. This item must be the only item present for that
transaction, and money collected on this sale is applied to the outstanding balance of the cus-
Enter the quantity of each item to be shipped. The Fill All button fills in all quantities of all
items. Just Ship records the shipment without printing a shipping receipt. Print & Ship
prints a shipping receipt and marks the items as picked up. Select the Ship Via method
(FedEx, Ups, etc), and enter a shipping number (tracking number) if appropriate.
Penalty: Applies a penalty amount to an order.
Void: Voids the customer order.
Convert: Removes the order, and converts any payments made against that order into a
store credit.
Previous: Opens the “previous receipt viewer” window to display a receipt onscreen for the
current order.
Maintaining an Order
Customer Order
Sometimes it is necessary to change an existing order. The maintain button re-loads a
selected customer order into the Point of Sale screen as if it were a transaction in progress. While in
this mode, the order can be changed in much the same way as an ongoing sale. Items can be added or
removed, tax rules can be reassigned, quantities can be adjusted, and discounts can be added,
changed, or removed.
Customer Orders
tomer order. This transaction’s receipt number appears in the payments area of the customer
orders screen when the correct order is selected for display.
Activity History: Displays a list of any changes made to the order following its creation by
means of the “maintain” feature.
Maintain: Allows for changes to be made to the order, see “maintaining orders” below.
Statement: Prints a statement receipt (current status) to the system’s default receipt printer.
Report: Prints a report of currently open customer orders to the defined reports printer.
PU Ship: Pick up shipment. Opens the PU ship window:
Currencies Table
This screen shows an order in “maintain mode”. It is loaded at the point of sale and appears
to be an ongoing sale. Notice the “Done Making Changes” button has replaced the method of payment area. When editing an order (or layaway) this button allows you to save any changes made to
the items in the order.
When you have completed making changes as desired to the items within the order, click the
“Done Making Changes” button and the system saves the order and returns to the order screen.
8
Currencies Table
The currencies table is where the accepted methods of payment are defined for your store.
The standard currency types are already listed in the table, however custom currency types can be
added as desired. Currency types that have their “order” field set to 99 are marked as “not used”, and
do not display an option to use them on the POS screen.
Currency Attributes
Currencies Table
Code: This number represents an internal system code used to refer to that currency type.
These must be one character long, either letter or number, and cannot duplicate an existing
code.
Currency: The name of the currency type.
Rate: Exchange rate compared to other currency types.
Order: This number defines the order in which that currency type is displayed on the point
of sale screen. The lower the number, the higher up the item is displayed. An item with an
order of 99 is not displayed.
C.Card: When enabled, this defines that currency type as a credit card that requires payment processing with the defined credit card payment system.
Chg: Defines how change is handled. Enter the code for the method of payment that can be
given as change for that payment type. As shown above, the MOP Cash (C) has C entered
for the Chg type. This means that change can be given, and it is given as cash. Also, above,
Amex has a C in the Chg field – that means that the system accepts Amex transactions
higher in amount than the cost of the sale and allows cash change. Enter any MOP code in
the Chg field and the system forces the change to be given as that type.
Kick: When enabled, transactions involving that method of payment cause the cash drawer
to open.
Cust Rq: When enabled, the system requires that a customer be attached to the transaction
(from the customer database) before that currency type is accepted.
Chk Val: When enabled, the system prompts for check validation when accepting that currency type.
DN1-8: The DN1 through DN8 fields program the denomination buttons when accepting
payment. Enter the amounts that are displayed on the buttons for quick entry of dollar
amounts. As shown above, the cash DN buttons are set to 1, 5, 10, 20, 50, and 100 – corresponding to the marked value of currency bills. These need not be set exactly to established
currency amounts as they are for convenience purposes.
Message: Enter a message to be displayed when accepting that MOP. An example here
would be a reminder to the cashier to verify the signature on a credit card.
Password: When not left blank, the system requires this password to accept that currency
type. Use this when only managers are allowed to accept things like travelers checks or a
specific type of credit card.
Exc From Z: When enabled, the indicated method of payment is not calculated as part of
the Z out process. (Exclude from Z).
To enter a new currency type define the properties of that currency type, with the most
importance paid to the code. The code must be unique to that currency type and is used by the system
to refer to that method of payment. For example, when defining a house charge “currency” type – the
code you select is what is entered in the SETUP screen, POS tab , Miscellaneous area. As shown
here, the defined currency type is “House”, with a code of “Q”. In the Setup > POS > Miscellaneous
area – you see the House Charge MOP is set to Q.
Rate = 1/Rate: Sets the rate equal to 1/Xth the currently entered figure. If the rate is entered
as 4, and this button is pressed – the rate is changed to .25.
Delete Line: Deletes the currently selected MOP line.
GL Properties: Defines general ledger properties.
Help: Displays some basic help information.
Sort Order: Re-sorts the displayed currencies by their “Order” setting.
Include all in Z Report: Removes the “Exclude from Z” setting from all MOPs.
Currencies Table
Controls:
A
AP
BO
CO
CPU
DSN
HUB
LAN
MDB
MOP
MSRP
ODBC
O/H
OTB
PDC
PLU
PO
POS
PPU
QTY
RTV
SKU
UPC
WEDGE
WYSIWYG
XFER
Accounts Payable
Back Office
Customer Order
Central Processing Unit - occasionally used to refer to the computer case.
Data Source Name
Hub computer responsible for the centralized management of store infor
mation among multiple stores.
Local Area Network
File extension for Microsoft Access database files.
Method of Payment
Manufacturer's Suggested Retail Price
Short for Open DataBase Connectivity, a standard database access method
developed by Microsoft Corporation.
On Hand
Open to Buy - Budgeting periods
Portable Data Collector
Price Lookup
Purchase Order
Point of Sale
Partial Pick Up
Quantity
Return to Vendor
Stock Keeping Unit (similar to UPC)
Universal Product Code
Keyboard Wedge - a device that is connected to the computer by means of
the keyboard port. Typically connected between the keyboard and the
CPU.
Pronounced (Wizee Wig), this term is an acronym meaning "what you see
is what you get", originating from the first generation of word processing
software that was able to display on the screen the way a document would
look when printed.
Common abbreviation for transfer.
Glossary
Glossary
3
3 Fields, 64
A
access, 8
Add / Replace, 30
All Items, 29
all registers, 19
Analyze, 31
Attendance, 25
Data Collector, 64
Defaults, 13
Del Item, 17
Denomination, 33
Discount, 9
Discount Amount, 9
Discount Type, 9
DN1-8, 78
Drawer, 17
E
B
Bye-Bye, 19
C.Card, 34
Calculator, 22
call hold, 17
Change Rep, 9
Chk Val, 78
Clear, 19, 21
Close Goodies, 14
Code, 78
Compare, 26
connect, 11
Connect, 57
Convert, 75
Copies, 64
Cost, 22
Coupons, 22
Create W Sheet, 65
Currency, 78
Cust Rq, 78
Custom Button, 12
Custom Forms, 41
Customers, 16
Custs, 21
D
exact search, 11
exchange, 38
Expected, 26
External Program, 12
C
F
Favorites, 21
File Name, 64
Fill All, 75
Finalize, 34
G
Gift Receipt, 21
Gift Registry, 18
Goodies, 13
H
Help Count, 26
Hide, 32
Hold, 17
J
Just Ship, 75
K
Keyboard, 31
Keyboard Wedge, 66
Kick, 78
R
L
Load Previous, 65
Login, 32
Look, 10
M
maintain, 68
Matrix, 18
MOP, 20
Multiple Selections, 11
N
Narrow Receipt, 64
Note, 22
Notepad, 13
Remove From List, 11
Rep 1, 32
Rep 2, 32
Rep Summary, 25
Repairs, 30
Report, 70
Re-Print, 20
Restore Grid, 13
Return, 20
Reverse, 21
Rolodex, 14
S
O
Orders, 28
P
Partial Pick Up, 70
Pay In, 28
Pay Out, 28
Previous Transac- tions, 19
Print Bad Scans, 65
Print Invoice, 64
Print Request, 74
Print Setup, 26
ProductID, 11
PU Ship, 75
Punch Clock, 30
quantity, 8
Quote, 30
Rate, 78
Receive Only, 64
Refresh, 19
Reload, 20
Rem Item, 69
SalePrice, 9
Screen Setup, 13
Send & Receive, 64
Send Only, 64
Serial, 66
Serial Connection, 64
Show Details, 25
Show Option Fields, 13
Sold Today, 11
Statement, 70
Store Credit, 21
Store Sizes, 30
T
Q
Tax Included, 28
Test a Printer, 13
transfer, 63
Txbl, 10
U
Up To Date, 25
V
Validate, 13
worksheet, 26
X
X-Out, 31
W
Z
Z out, 23
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