sales pos user guide

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Sales POS User Guide



Table of Contents

Sales ................................................................................................................................... 3 Processing a Simple Sale .............................................................................................. 5

Cash or EFTPOS Payments ....................................................................................... 5 Held Deposit Payments .............................................................................................. 6 On Account charges ................................................................................................... 7 Receipting payment after an End of Shift to a customer ......................................... 8 Processing a sale with a mixed payment method - Advanced Sale ...................... 9

You can now sort the sale items by Entry or by their Code .................................. 10 Adjusting sale –discounts, adding delivery, tax or profit ...................................... 11

Change the Sale Price of an Item During a Sale ........................................................ 12 Option to Sell Item at Price 2, 3 or 4 ............................................................................... 12 Option to Enter in a Unique Price ................................................................................... 12

Suspend and Restore Sales ........................................................................................ 13 Suspend and Restore an Un-finalised Sale ............................................................ 14 Restore a Finalised Sale ........................................................................................... 15

Stock Item Exchanges ................................................................................................. 16

When the items are the same price - $0.00 Difference ........................................... 16 When the Items are a Different Price – Refund / Payment Required .................... 16

Printing Options when Completing / Committing Sales ........................................... 17 Perform an End of Shift – there are two options: ...................................................... 18

Option 1: Performing and End of Shift. .................................................................. 18

Option 2 : Create or Select a Debtor Receipt Batch to Add POS Sales To .......... 18

View the Debtor Receipt Batch ................................................................................ 19



Sales The Sales View in the Point of Sale is designed to make sales a quick and easy process, for simple sales and more complex multi payment method sales. The view is designed to work with a touch screen interface, and as a result features large, easy to read buttons. Shortcut keys can be used for popular stock items and for simple payment buttons. Details on how to set up the short cut keys are covered in the Set up New Shop Details section of this document. The Sales view is sensitive to banned stock categories, allowed payment methods and balance limits of customers. Alert messages will advise when banned items are being sold, when credit limits have been reached or when payment methods are not allowed. Path: Sales → Product Sales Overview of Product Sales View

1.

The Shop Settings should be selected before any sales are made. Select the Shop and the Operator, the Shift Number will default to the next available number. Use the End Shift button to close off the sales for the period (day, morning etc). The pink button will close the Shop Settings window.

2. The New Sale button will clear the view in preparation for processing the next sale.

3. The Calculator and Keyboard button are for use when using a touch screen monitor.

4. Quick Stock will bring up short cut buttons to be used for frequently used stock (see Set up New Shop Details for instructions on how to do this).

5. Open a Receipt Batch directly from the Sales View.



6. Customer information is displayed here. You can select customers by scanning or typing in a barcode, selecting them from the customer list (orange icon) or a Cash Sale can be made using the pink icon.

7.

Stock information is selected here. You can enter the quantity and then use the Quick Stock button or the stock lookup button (orange icon) to select the item. Press the enter key or (if a touch screen) use the pink arrow to add the item to the goods sold list. If required select a different price code for this sale.

8.

Stock items to be included in this sale will be listed here including description, quantity, cost per unit and total amount including GST. To remove an item highlight it then use the delete button to the right (pink cross icon). Change the amount of the item by using the update amount button to the right (red dollar icon) and then typing in the new amount. Order the stock items by order of entry or alphabetically by stock code.

9.

The total amount of the sale will be displayed on the Simple and Advanced tabs. Payment of the sale can be processed using the Simple Payment Buttons if one payment method is to be used or the Advanced tab will allow the account is to be paid using several payment methods. The Printing Tab is used to set up the style of report (invoice or receipt) that is to be issued to the customer for the sale.

10. You also have the ability to Suspend a Sale and then Restore and complete the sale at a later time / date. Clear All will clear the sale and Commit will complete the sale. Petty Cash can issued from cash in the till if required.



Processing a Simple Sale

Cash or EFTPOS Payments

Path: Sales – Product Sales

To process a simple cash sale follow the steps below:

1. Select New Sale to clear the view.

2. Select the Cash Sale button (pink cash register icon) or select a customer (orange icon).

3. Use the Quick Stock buttons or the Stock Lookup button to select the stock items.

4. Use the keyboard Enter key or the pink arrow key to add the item to your list.

5. Once all the items to be purchased have been added to the list select the CASH or EFTPOS button on the simple tab to process the payment.

6. You will be asked if you wish to ‘Commit the Transaction? Select Yes to complete the sale and print a receipt / invoice.



Held Deposit Payments

1. Customers with a Held Deposit will have the Deposit Balance displayed when selected.

2. Select HELD DEPOSIT as the payment method to deduct the sale amount from the held deposit balance.

If you select to use a payment method that is not valid for the customer you will receive a message advising you to select another payment method.

Note 1: Customer payment methods are set as a global default in System → Shop Details → Payments tab. Note 2: For alternate payment methods (if different to the default) can be set for individual customers through Customer → Set Tender Defaults for Customers. See http://www.pcschool.net/wp-content/pcschool-uploads/pos/poscustomers.pdf for more details

http://www.pcschool.net/wp-content/pcschool-uploads/pos/poscustomers.pdf



On Account charges

Select ACCOUNT to charge the goods to the Customers’ account. You will need to set your customers up as being able to charge to the Account option see above Note 2. Unpaid ‘On Account’ invoices can be rolled over to schools fees account (Debtors or Sundries).

1. You will need to setup Cost Centres in Debtors > System > Cost Centres - as above (make up a code not previously used) e.g. 1201 (Description – NO GST)

1202 (Description – GST) Tax Rate%

2. Select POS > SALES > TRANSFER TO PCSchool - Select if you wish it to go as a SUNDRIES or DEBTORS entry - Select the cost centres (as above) - Date – select the date - Begin Process

This will transfer the amounts charged to ACCOUNT owing over to the Debtors or Sundry system (as per example above) Note: some schools do this daily, some monthly, some never do it an control their POS by receipting directly to the POS tab



Receipting payment after an End of Shift to a customer

This allows you to receipt money to those customers who wish to pay off an account, or to finalise the batch after an End of Shift.



Processing a sale with a mixed payment method - Advanced Sale

To process an advanced sale follow the steps below:

1. Select New Sale to clear the view.

2. Select the Cash Sale button (pink cash register icon) or select a customer (orange icon).

3. Use the Quick Stock buttons or the Stock Lookup button to select the stock items.

4. Use the keyboard Enter key or the pink arrow key to add the item to your list.

5. Once all the items to be purchased have been added to the list move to the Advanced tab.

6. Here you can dissect the payment to multiple payment methods by entering the first amount to be paid.

7. Highlight the Payment Method to be used

8. Select Add to allocate this amount to the selected payment method

9. The amount allocated to payment methods is displayed in the Paid field.

10. Continue to allocate amounts to payment methods until the Balance shows $0.00.

11. Upon allocation of the final amount owing you will be asked if you wish to ‘Commit the Transaction?’, select Yes to complete the sale.



You can now sort the sale items by Entry or by their Code



Adjusting sale –discounts, adding delivery, tax or profit

Other Feature of the advance Tab

Additional advanced tab features are:

1. As on the Simple tab sale figures are shown here including any discount given, sub total, rounding amounts and the final sale total to be paid.

2. The Tax button will display the tax information for the sale (total sale excluding tax, tax calculated and the total sale including tax).

3. The Profit button will display the profit information for the sale (cost price of the item, profit amount and profit %).

4.

The Delivery button is used when the customer requests goods be shipped to an address (may be used for mail orders or catering purposes). If the purchase is being made by a customer the deliver address will default from the Customer’s file, or an address can be typed in at the time of sale.

5. The Print Options button is currently disabled and will be covered in detail in the Users Manual.



Change the Sale Price of an Item During a Sale

You may have stock that is slightly damaged or soiled that you wish to sell at a reduced price. You are able to adjust the price of the stock at the time of sale.

Option to Sell Item at Price 2, 3 or 4

In the above example you can, upon selecting the item, to not sell it at the default Price 1 amount, but to instead select Price 2, 3 or 4.

Option to Enter in a Unique Price

In the example above the shop has elected to not use any of the Predefined Prices, but to instead enter in a unique value for the item.

Clicking on the button will allow you to modify the item Amount.



Customer Price Option in Sales View By default all customers are allocated with the Price Code of 0 in their Customer View → General Tab. OPTION 1: However if a special arrangement has been made with a customer to receive a reduced price (eg. Price 2, 3 or 4) then the default can be changed to reflect this, meaning that each time you sell an item to that customer the price will default to the alternate Price Code as shown in the example below. This option may be used where a family is to pay a reduced amount due to financial hardship or where staff receive a staff discount. OPTION

OPTION 2: Alternately you can leave the customer Price Code default at 0 and in the Customer View, and select an alternate Price Code at the time of sale. This can be done after selecting the stock item, but prior to adding the item to the items purchased list, as shown in the example below. This option may be used when giving a discount on the fly due to stock being damaged.

Suspend and Restore Sales



Suspend and Restore an Un-finalised Sale

There may be times when you will need to suspend a current sale to serve another customer due to an interruption, the customer deciding to look for an additional item to purchase or the customer having left their purse in the car / locker etc.

1. Current sale details are displayed in the Sales View.

2. Select Suspend Sale to save the sale details for processing at a later date / time.

3. If current suspended sales exist you will be asked if you wish to keep the previously suspended records. Select YES. The Sales View will be cleared and ready for the next sale.

4. Select Restore Sale when you wish to recover the suspended sale and complete the transaction.

5. This will bring up a Suspended POS Items window which will display all currently suspended sales listed on the left.

6. Tick the suspended sale you wish to restore (only one sale can be restored at a time).

7. Select Restore to bring the sale details into the Sales View.

8. Continue to process payment for this sale as per the Processing a Simple / Advanced Sale instructions outlined in this manual previously.



Restore a Finalised Sale

There may be occasion where you may need to repeat a sale, or reverse the sale. Rather than reentering all the information again, you are able to call up a previous sale and reverse or repeat it.

1. Starting with a blank Sales View, select Restore Sale.

2. Tick to Show only Finalised? In the Suspended POS Items window.

3. Find and highlight the sale / invoice you wish to reverse or repeat.

4. Select to Restore the highlighted sale / invoice.

5.

Make your selection from the Restore Selection window:

Reverse to Cancel – will bring the invoice details into the Sales View with negative

quantities/amounts.

Template for another Sale – will bring the invoice details into the Sales View with

positive quantities/amounts.

Cancel – will halt the process and return you to a blank Sales View.

6. Continue to process payment for this sale as per the Processing a Simple / Advanced Sale instructions outlined in this manual previously.

NOTE if you select to Reverse the Sale it will add the quantity back into the Stock on Hand for that stock item.



Stock Item Exchanges

If a customer has purchased the incorrect item or incorrect size you can perform an exchange of the stock through the Sales View. This will add the original stock item back into Stock on Hand and reduce the Stock on Hand for the new stock item.

When the items are the same price - $0.00 Difference

In the above example the items are the same price so it is a simple swap, with no payment or refund required. Simply select ‘CASH’ to complete the sale.

When the Items are a Different Price – Refund / Payment Required

In the above example the original item purchased was less than the replacement item, so thecustomer must PAY a further $1.50 to cover the difference.

If however the original item purchased was more than the replacement item then the Shop will need to REFUND the difference, either as cash out of the till or onto the customer’s credit card.



Printing Options when Completing / Committing Sales Printing defaults can still be set in the Printing tab of the Sales View, however there may be times when you want to change the print settings for an individual sale, e.g. if it is a small cash sale and the customer does not require an invoice so you may not want to print a sales docket for this transaction. When the commit transaction screen appears you can select an alternate print option.



Perform an End of Shift – there are two options: It is recommended that an End of Shift be preformed at the end of each day. The End of Shift process will bring the sales processed during that shift into PCSchool via a Debtors Receipt Batch for banking purposes.

Option 1: Performing and End of Shift.

1. Under Shop Settings you can select to End Shift. You will be asked to confirm that you wish to end the shift.

2. When you Exit the Sales View it will ask ‘Would you like to End this Shift number #?’ Select Yes and you will be asked to confirm that you wish to end the shift, or select No if you wish to exit the view without ending the shift.

Option 2 : Create or Select a Debtor Receipt Batch to Add POS Sales To

1. Select - NEW BATCH or add to an existing batch

2. Enter a Description for a new batch.

3. Select the correct bank account for a new batch.

4. Select to Close the Panel to complete the process. You will receive a message advising ‘The last shift number # has been completed. The next shift number has been allocated’.



View the Debtor Receipt Batch

Path: Sales → Receipt Entry

1. Open the Receipt Batch you created or added the POS Shift total to.

2. The system will have created a receipt for the POS shift sales.

3. The Tender tab will show the totals for Cash, Cheque or Electronic sales.

4. Sales will be applied against the GL Account Code set up in: Shop Details → Defaults tab.

5. Finalise the batch to commit these receipts to the General Ledger. Batch reports and bank deposit slips can then be produced.

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