General Training Procedures PRO/Store

General Training Procedures PRO/Store
General Training Procedures
PRO/Store
Table of Contents
PRO/Store Menu Login........................................................................2
Receipts
Receipt…….……...………………………………………….3
Early Purchase Option (EPO)………………………………..6
Cash Sale……………………………………………………..8
Extension……………………………………………………10
Petty Cash Receipt…………………………………………..11
Inventory Control
Rental Agreement (Single Unit)….…………..……………..12
Return Transaction………………..………….……………..15
Transfer In/Out……………………..…..………….………..17
Receiving…………………………………..………………..18
Service (To)………………………………………………...20
Service (From)……………………………………………...21
Closing Procedures
CDRW Backup…………………………………..…….…...22
Cash Drawer Audit………………………..………………..22
End Of Day………………………………..………………..22
Miscellaneous
Backup Verification………………………………………..23
PIN Setup…….…………………………………………….24
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1
PRO/Store Menu Login
1. The Store Login will be store [case sensitive] and press <Enter>.
2. The Store Login Password will be rental [case sensitive] and press <Enter>.
3. It will prompt to “Make sure ALPHA or CAPS LOCK is depressed for upper case”. Once the
CAPS Lock and NUM Lock is turned on press Enter.
4. Finally, it will prompt for a user PIN. This is an employee specific PIN that has to be entered
in order to gain access to the PRO/Store Menu's. Please refer to page 24 of this manual for
instructions on PIN's
2
Receipts
1. From Menu 12, select #1 for Rental Payment.
2. Choose #1, to look up by customer name.
3. Input either the full or partial last/first name of the customer.
4. Select the appropriate customer making the payment.
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5. If any changes need to be made you can do so from the customer screen, if not just press
Enter to proceed to the payment screen.
6. Press Enter to continue with the receipt.
7. If a hand receipt was used to take the payment you can enter the receipt number at this time.
Note: If a receipt number is inputted at this time a receipt will not print.
8. Select the type of Receipt you are taking (Store, Route, Drop-In, Mail-In, Phoned-In) and
press Enter.
9. Select the type payment you be taking (Cash, Check, Money-Order, Charge) and press Enter.
4
10. From this master receipt screen you have the ability to manipulate the receipt. Once you are
ready to process the payment press “Y” and it will allow you to process this payment.
11. Input the amount of money the customer will be paying and press “Y” to file this transaction.
If the customer gives more money than what is due the system will calculate the amount of
change.
5
Early Purchase Option
1. From Menu 125 select option 1 for Early Purchase Option.
2. Press Enter to proceed with the EPO.
3. Type “C” to do a customer search.
4. Input the partial last and first name of the customer.
5. It will display the customer information screen next. Press <ENTER> if it is the correct
customer and then <ENTER> again to proceed through.
6. When the Rental Agreement Selection screen appears select the appropriate line number of
the agreement for the EPO.
7. Press <ENTER> to continue with the receipt.
6
8. The following lines will need to be completed:
a. Line 1 = Receipt number (if one is used)
b. Line 2 = Type (store, route, drop in, etc.)
c. Line 3 = Receipt (cash, check, credit, etc.)
d. Lines 4 & 5 = will automatically fill in with appropriate EPO amount
e. Line 9 = Amount of money tendered
9. Finish the receipt by inputting the document number (any number can be used). Next, it will
ask if the receipt is orrect, type Y and press <ENTER>. The EPO will then file and print on
the receipt printer.
7
Cash Sale
1. From Menu 125 select option 2 for Cash Sale.
2. Press <ENTER> to continue with the Cash Sale receipt.
3. Select 1 to Search Existing Customers.
4. Input the partial last and first name of the customer.
5. It will display the customer information screen next. Press <ENTER> if it is the correct
customer and then <ENTER> again to proceed through to the Cash Sale receipt.
6. Select the appropriate line number for the type of inventory (bulk, any-other, or non).
7. Enter the unit number of the inventory piece.
8. It will display a summary of the unit. Press <ENTER> to proceed.
9. It will display a summary of the unit again. Press <ENTER> to proceed.
8
10. The following lines will need to be completed:
a. Line 1 = Receipt number (if one is used)
b. Line 2 = Type (store, route, drop in, etc.)
c. Line 3 = Receipt (cash, check, credit, etc.)
d. Line 4 = will automatically fill in with appropriate Cash Sale amount
e. Line 9 = Amount of money tendered
11. Finish the receipt by inputting the document number (any number can be used). Next, it will
ask if the receipt is Correct, type Y and press <ENTER>. The Cash Sale will then file and
print on the receipt printer.
9
Extension
1.
2.
3.
4.
5.
From Menu 12 select option 2 for Rental Extension.
Press <ENTER> to continue with the Rental Extension receipt.
Type “C” to do a customer search.
Input the partial last and first name of the customer.
It will display the customer information screen next. Press <ENTER> if it is the correct
customer and then <ENTER> again to proceed through.
6. When the Rental Agreement Selection screen appears select the appropriate line number of
the agreement for the EPO and press <ENTER>.
7. Press <ENTER> to continue with the receipt.
8. Once at the Extension Receipt screen, input the amount of time you are extending the
agreement for (line 5).
9. If everything is correct, answer Y to file. It will print on the receipt printer.
10
Petty Cash Receipt
1. From Menu 125 select option #5 for Petty Cash In/Out.
2. Press <ENTER> to continue with a Petty Cash receipt.
3. Either type in the petty cash code or press F1 to pick from a list.
4. Type in the name and address the money was paid to and press <ENTER>.
5. Enter a description of the receipt and press <ENTER>.
6. If a receipt given to the employee type the number in, if not press <ENTER> and it will take
the default. Then, input the amount of petty cash tendered.
Note: for Petty Cash Out transactions do not put a “minus” sign in front of the amount. For
Petty Cash In transactions you need to put a “minus” sign in front of the amount.
7. Press “Y” to file.
11
Rental Agreement Procedures – Single Unit
1. From Menu 11, select #4, Rental Agreements.
2. Press <ENTER> to continue with inputting an agreement.
3. Select “P” for Primary or Package and press <ENTER>.
4. Input the delivery date or press <ENTER> for the current date.
5. Answer No for ‘Switching Out’.
6. Answer No for ‘Paying Stolen’.
7. Press <ENTER> for a single unit agreement.
8. Type the item number or press the F1 key to choose from a list of idle inventory. Press
<ENTER> to proceed.
9. You will be prompted through changing the default weekly, semi-monthly, and monthly
rates as well as the Processing, Delivery, and Installation Fees. If no change is needed
simply press <ENTER> to accept the default values. A summary screen will then
display, you can either update the rates here or press <ENTER> to proceed.
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10. A screen similar to step 8 will re-appear. Press <ENTER> and then type “Y” to file the
inventory.
11. The next screen will prompt you through adding an Accessory. Simply press <Enter> to
proceed through this.
12. Enter either the full or partial last/first name of the customer and press <ENTER>. If the
appropriate customer is not displayed then choose “C” to create and it will walk you
through the steps of adding the customer into the system. If it does display the customer
then select that line number and press <ENTER>.
13. Press the <ENTER> key to accept the default location.
14. Select “A” to accept the waiver, or “D” to decline it. Press the <ENTER> key to accept
the default waiver fees and IHC fee.
15. Press <ENTER> to accept the default Waiver Fee and In-Home Collection fees
16. Select the type of payment mode (Weekly, Biweekly, Semi-monthly, Monthly).
17. Press <ENTER> to accept the default term for the item. Press <ENTER> again to accept
the default Fair Market Value.
18. Enter the amount of time the customer will pay on the first payment. (This will only print
on the agreement, it will not charge the customer at this time or bind them to this.)
19. Press <ENTER> to accept the default Fair Market Value.
20. If any free days or a rent adjustment is being given on the initial payment it can be
adjusted now. If not press <ENTER> to proceed through the prompts.
13
21. When the “Xref Rental #” question appears always press <ENTER> through it.
22. If the agreement appears to be accurate then enter “Y” to file this agreement.
23 Next a prompt to enter a semi monthly code will appear. Even if the customer is not going
to pay semi monthly a code must be selected.
24 The agreement will now start to print. Once completed you will be asked to enter the
customer's References now. This is different from the other personal references that was
entered into the customers record earlier and is only used for marketing purposes.
14
Return Transaction
1. From Menu 11 select #2 for Returns.
2. Press <ENTER> to continue with the return transaction.
3. Input the document number (can be any number, usually a hand receipt #) and press
<ENTER>. Press <ENTER> again when it asks if it is a Void document.
4. Select 1 to search by Customer Name.
5. Input the partial last and first name of the customer.
6. It will display the customer information screen next. Press <ENTER> if it is the correct
customer and then <ENTER> again to proceed through.
7. When the Rental Agreement Selection screen displays select the line # of the appropriate
agreement.
8. Press <ENTER> to continue once the item is displayed on the screen.
9. Type the return code or press F1 to select from a list.
15
10.
11. The free-time code should have a default so you can either press <ENTER> or pick from the
F1 menu.
12. A summary screen will display. If everything is correct press “Y” and then <ENTER> to file
the return.
16
Transfer Process In/Out
1. From Menu 11, select # 6 for Transfers.
2. All diskette transfers must first have a formatted diskette. To do this select option # 10 from
the Transfer Routines menu (116). You will be given two selections here, you must go
through both selections to successfully format the diskette for transfer.
3. To begin the transfer out process select #1 and proceed through the prompts. You will need
to input the store number and location that the merchandise is going to.
4. Next, you will be asked what type of inventory will be transferred, Idle or On-Rent. Type the
letter corresponding to the appropriate type and press <ENTER>. Then proceed through the
prompts to queue the inventory up for transfer.
5. Once you are finished you will asked to copy this to diskette. Make sure the formatted
diskette is in the drive and press <ENTER> through all of the prompts to copy it to the
diskette.
6. If for some reason you choose not to copy it at this time, you can copy it to the diskette using
option # 2 Copy to Diskette from menu 116.
7. If you are wanting to transfer merchandise into your system from another store, from menu
116 select # 4 Transfers In: Copy from Diskette.
8. You will be asked “ Transfer inventory IN from diskette?. (RETURN or N).
9. You will then be instructed to insert the diskette for the transfer in process. Once again
follow the instructions on the screen.
17
Receiving Merchandise (NEW)
1. From Menu 11 choose # 1 for Receivers (New Inventory Units)
2. You will now have five choices. Please select # 5 – Manual Input
3. You will be asked if this inventory is coming to you from another store location. Typically
the answer is NO here.
4. A document number is now required. This can be a bill of lading or a series of numbers
designated by you for receiving purposes only.
5. You will be asked the TYPE of merchandise to be received. If you are not sure of the TYPE
press the F1 key for a menu of choices.
6. Next, it will ask for the SUB-TYPE. Follow the same procedure as selecting the correct
TYPE.
7. Then, you will be asked the BRAND of merchandise to be received. If you don’t know hit
F1.
8. You will then be asked the MODEL # of the merchandise. If known <ENTER> here or press
the F1 key.
9. You will now see NEW/USED <Return> if New, type U if receiving used merchandise.
10. You will then be asked the original cost. Type in the amount and press <ENTER>.
11. It will ask for depreciable life. Press <ENTER> to accept the default.
12. Unit condition- always <ENTER> here unless the unit has been damaged in shipping. You
can make the notations on the receiving screen if damage was noted.
13. Next you will be given the opportunity to make any Home-Office Comments needed about
this receiving transaction.
18
14. You will now be shown an Inventory Receiving Document summary screen. You now have
the opportunity to make any changes that you need by selecting the corresponding line
number.
15. If all of the information is correct hit return. You will be asked if you would like to receive a
unit like this one (Y/N). Choose Y to receive the unit.
16. The item / unit number will automatically be generated by the computer. It will also ask for
you to input a serial number.
17. You will then be asked to file the inventory unit (Y/N). Select Y to file.
18. Next, you will be asked to receive a unit like this (Y/N). This allows you to receive multiple
like items without having to enter all of the information again. Ex: If you have a shipment of
six televisions with the same BRAND and MODEL number.
19. When all items are entered press (E) to exit the document.
20. A receiving document will now be in the print manager.
19
Service (To)
9. From Menu 118 select #1 To Service.
10. Press <ENTER> to proceed with the service transaction.
11. Input the inventory number and press <ENTER>.
12. Press <ENTER> to continue when it displays the inventory information.
13. Press <ENTER> at the Send Unit to Service screen.
14. Fill in the necessary lines to complete the service request
a. Line 1 = Description of the problem
b. Line 2 = Where the item will be repaired
c. Line 3 = “O” – Out of house, “I” – In-house
d. Line 4 = Memo
20
15. Answer Y if the repair order is ready to be filed.
Service (From)
1. From Menu 118 select #2 From Service.
2. Press <ENTER> to proceed with the transaction.
3. Input the inventory number you want to bring in from service and press <ENTER>.
4. Press <ENTER> to continue when it displays the inventory information.
5. Fill in the necessary lines to receive the unit from service.
a. Line 1 = Memo
b. Line 2 = Cost of Parts
c. Line 3 = Cost of labor
d. Line 4 = Other cost (if any)
8. Answer Y if the repair order is ready to be filed.
21
Closing Procedures
Backup to CD
1. At the main menu select #9 System Maintenance.
2. Select #1 Login: System Maintenance Facility (smf)
3. At the System Maintenance Master Menu select #1 Backup Routines
4. Select #2 CDRW Backup.
5. Once this is accessed follow the instructions on the screen. Please be sure to use the correct
disc for that day!
6. When the backup has completed you will receive a message on the screen saying - -Backup
is complete- No errors encountered. Press <ENTER>.
7. This will reboot the system and you will be ready to continue with the remaining End of Day
procedures.
Backup to Tape
1. At the main menu select #9 System Maintenance.
2. Select #1 Login: System Maintenance Facility (smf)
3. At the System Maintenance Master Menu select #1 Backup Routines
4. Select #1 Cartridge Tape Backup.
5. Once this is accessed follow the instructions on the screen. Please be sure to use the correct
tape for that day!
6. When the backup has completed you will receive a message on the screen saying - -Backup is
complete- No errors encountered. Press ENTER.
7. This will reboot the system and you will be ready to continue with the remaining End of Day
procedures.
Cash Drawer Audit
1. At the main menu select # 2 Receipts.
2. Now select # 9 for the Cash Drawer Audit.
3. You will then see some screens asking location and if you want to do the audit. <ENTER>
through these screens. The next screen will give you two lines to choose from. 1. This CRT
2. All CRT’s. Always select option #2 (All CRT’s).
4. You will then be taken to the cash drawer audit screen. This screen will allow you to enter in
the cash drawer beginning balance, credit totals and cash amounts. After the cash count has
been entered you will receive a long/short difference.
5. You will then be prompted to file the receipt Y/N. This gives you the option of making any
changes to the totals sheet.
6. After filing the receipt it will print to the receipt printer and ask if it printed OK.
7. The final screen will ask if the deposit is correct Y/N. If it is correct enter Y, if not enter N
and you may re-enter the totals screen.
End Of Day Process
1. At the main menu select # 5 End-of-Day Process.
2. You will then see Begin EOD process (Return or N). Press <ENTER>.
3. You will then be prompted for the next business day. Key this in without a /. Example
092603.
4. It will then ask you for the day of week. Select the correct day by selecting the line number
corresponding for that day. 1. Sunday 2. Monday etc..
5. A summary screen will now be show with the selections that you have made. If this is
correct enter Y. If not, select N and key in the correct day and date.
22
6. Notes to Daily Report… Enter any messages that you may have for the manager to print on a
daily report. Typically you will <ENTER> through this.
7. Auto print reports after EOD Y/N. Select Y.
8. It will then ask for paper size STD (Standard-Legal) or BLANK (letter). Select either one of
these. Typically STD because there are more reports to print for this size.
9. Press return to continue with the EOD process.
10. When this is completed your system will be on the next days business.
11. Please be cautious on Sunday evenings. Make sure to put in the correct date and day.
Backup Verification
1.
2.
3.
4.
From Menu 19 select #1 Login: System Maintenance Facility (smf).
At the System Maintenance Master Menu select #5 Inquiries.
Choose option # 1 Date & Time of Last Data Backup.
This will display the current backup information. Press <ENTER> to exit out.
23
PIN SETUP
1. Assign PIN’s for New Employees
Note: The employees initial PIN is their SSN. Used to assign new PIN's for the 1st time.
a. Press F2
b. Choose # 6 Assign Employee PIN
c. Choose # 1 Change PIN
d. Prompt: Enter Existing PIN (Enter in the employees SSN and Press <ENTER>)
e. Prompt: PIN no longer valid – please reassign (Press <ENTER>)
f. Prompt: Enter SSN – Identify yourself (Enter employees SSN and Press <ENTER>)
g. Prompt: Enter new PIN (Employee will enter in the PIN they wish to use)
Note: The PIN can be both letters and/or numbers, up to ten characters.
h. Prompt: Enter new PIN for verification (Employee will Re-enter PIN)
i. Prompt: PIN successfully changed (You are finished)
2. Temporarily Reassign a forgotten PIN
Note: Use to temporarily reassign a forgotten PIN if the Employee should forget his/hers.
This is usually done by the Manager or higher.
a. Press F2
b. Choose # 6 Assign Employee PIN
c. Choose # 2 Reassign Forgotten PIN
d. Prompt: Please enter your PIN (Enter your PIN, Not the employees)
e. Select the employee from the list by choosing the appropriate line number
f. Prompt: Enter new temporary PIN (Manager Enter a PIN of your choice)
g. Prompt: Enter new PIN for verification (Manager will Re-enter PIN)
h. Prompt: Employee must now change PIN before it becomes valid (Press <ENTER>)
3. Change PIN
Note: The Employee will perform this step.
Used by Employee after step #3 to create a new PIN if they have forgotten theirs. This Option
may also be used by the Employee at any time they may need/wish to change their current
PIN for any reason.
a. Press F2
b. Choose # 6 Assign Employee PIN
c. Choose # 1 Change PIN
d. Prompt: Enter Existing PIN (Employee enter temporary PIN assigned by Manager)
e. Prompt: PIN no longer valid – please reassign (Press enter)
f. Prompt: Enter SSN – Identify yourself (Employee enter SSN and Press <ENTER>)
g. Prompt: Enter new PIN (Employee will enter in the PIN they wish to use)
h. Prompt: Enter new PIN for verification (Employee will Re-enter PIN)
i. Prompt: PIN successfully changed (You are finished)
24
10/05/2005
25
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