Using Point of Sale - POS

POS Limitations

A Point of Sale Transaction is limited to:

 

POS - Bring up Point of Sale

At a terminal designated to be a Point of Sale, type in POS at the Select Option prompt. This will take you into the Point of Sale routine. The menu bar will be displayed and may be used. The cursor will be at the employee field.

 

Telephone - Mailing List

Put in the customer’s telephone number. This ties the sale to the customer’s name on the mailing list. The telephone number may be entered before or after the sale according to how it is set up in SYStem Config File, #5, Line 200 = Ask telephone number (B)efore or (A)fter Sale at POS? You may default an area code in the SYStem Config File, #5, Line 209 = Default Area Code on Mail List. Hold down the back space key to erase default area code and be able to enter another area code. Will bring up names on the mailing list that have the telephone number entered. Highlight name and press <Enter> to Confirm the right name. You may also press <F1> to modify/change information on mailing list name, or press <F2> to add name to mailing list. Press <Esc> to not tie the sale to a name.

Note: The departments on the P.O.S. have to be set up in the SYStem Config File, #3, in the Mail field to show a number 1-8. If a zero is entered for a department the sale will not be tied to a Mailing List and the window to enter the telephone number will not be brought up.

 

Frequent Buyer Routine

You may set-up the routine where you can give discounts to frequent buyers. The Frequent Buyer Information is set up in MLM Mail List Maintenance for the customer.

You will also need to go to System Config file, #5, Misc. configurations, line 502. This line looks like this:

502 = (F)req Buyer / (D)isc Rtn :

(F) means Frequent Buyer Discount Routine and will allow Item Discount;

(D) means Disable Frequent Buyer Routine but will allow Item Discount.

If you choose (F), it sets up the frequent buyer routine at the beginning of a transaction.

At the Point of Sale this routine is displayed before the sale transaction:

Frequent buyer

Enter Buyer # ? __

<Esc> to Skip

Enter the Frequent Buyer Number or press <F1> for look-up. Enter the telephone number for the customer. Mailing list names with that telephone number will be displayed. Highlight the correct name and press <Enter>. The Frequent Buyer Number and the customer’s name will be displayed and you must verify OK? with a "Y" or "N". "Y" will take the amount of the discount set up for the customer off of each item sold.

If the customer does not have a frequent buyer number set up or if the discount date has expired, ‘Card has expired’ will be displayed. Press any key to return to the Frequent Buyer Number. Press <Esc> to skip the Frequent Buyer or go back to the mail list and modify the mailing list customer information to set up a frequent buyer number.

The Frequent Buyer Discount will not override a department or an item set up with a sale price. It will overide a category discount.

 

Employee Number

Enter the employee number. Each store assigns employee numbers and a pass code may be set up for each employee if wanted. To do so, type EMP at a Select Option prompt, and enter the information. You must also set the SYStem Config File, #5, Line 214 = Print Salesperson totals on Z-tape? Y/N, and Line 307 = Prompt for Employee #? Y/N/P. "Y" on line 214 will print the salesperson totals if you use numbers for the last two characters. "P" on line 307 will prompt for a pass code at the employee #. The total sold for each employee will be shown on the Z tape. The employee numbers may be from 01 to 19. The sales for all other numbers will be on "Other" on the Z tape. Initials may be used but the total sold per employee will not be shown on the Z tape. The employee number defaults to the last number used, if you do not ask for pass code, so the same employee may press <Enter> to ring up another sale.

 

Quantity Sold

 

Item ?____________

 

Price

 

Sub-Total Routine

Press the "arrow up" key to Sub-Total the sale. If you want to add more items to the sale, press the "arrow up" key again or press the "Esc" key.

The sub-total screen looks like the following:

The Sub Total, Sales Tax, Other Tax (if any), Total, and Now Due will be filled in.

The cursor will be at the Enter Amount.

The Amount Due will be reflected. At this time, press:

<F1> for cash
<F2> for check
<F3> to charge to Accounts Receivable
<F4> <F5> <F6> <F9> <F10> etc.; or enter an amount and press <F1> for cash, <F2> for check, etc. Or you may ring up as follows:

Press <Enter> to pay the total amount due, or enter an amount and press <Enter>, then choose one of the options shown.

Options at Bottom of Point of Sale Screens

When the cursor is at the Employee # at the beginning of a sale, the following options may be used:

<F1> = Data Base Inquiry. Pressing <F1> will go into the Data Base Inquiry. You may choose which data base and what type of search you wish to use.

<F2> = Special Inquiry. Pressing <F2> will go into the Special Order Inquiry program. You may look up a Special Order by customer name, title, item number, or list to the screen items not on order.

<F3> = Inventory Inquiry. Pressing <F3> will go into the Inventory Inquiry program. You may search by title, author, category, word search, or ISBN number.

<F4> = Special Order. Pressing <F4> will go into the Special Order program where you may enter a Special Order for a customer.

<F2> = Delete Gift Cert or Layaway. Enter the control number for a gift certificate or a layaway. The amount to be refunded will be displayed. All Ok? Y/N. "Y" will delete the gift certificate or layaway entered. The amount to be refunded will be taken out of cash in the drawer. "N" will not delete the gift certificate or layaway. (To check on a gift certificate or layaway, go to the Menu Bar to Programs and choose Gift Cert. and Layaways.)

<F3> = Cash a Check. Enter the amount of check and press <Enter>. Verify if OK and enter the check number. This routine Displays the hot checks on file. This keeps your cash and checks correct on your Z tape

<F4> = Reprint Sales Slip tls. If you are using single copy paper at the Point of Sale, you will need to reprint the sales slip for credit card charges to keep a signed copy for the store.

<F5> = Paid Out. Enter paid out amount and press <Enter>. The paid out options will be displayed. Enter the number of the type of paid out and press <Enter>.

<F6> = Price Lookup. Brings up the price lookup file. This file is set up on your SYStem, Price Look Up File. You may edit the file to include items of your choice.

<F9> = Exit P.O.S. Exit Point of Sale? Y/N. "Y" will take you out of P.O.S. "N" will not exit P.O.S.

 

When the cursor is at the Item ? at the beginning of a sale, the above options and the following options may be used:

 

Options at the bottom of screen while in midst of a transaction are some of the same options as above and other options as follows:

Options at Bottom of Sub-Total Screen:

 

Video Rental, Return, and Void

 

Transactions Saved

At the sub-total amount, you may save a transaction by pressing the arrow down key. "Invoice on Hold - <Arrow Down> to retrieve", will be displayed at the beginning of a sale. To recall the transaction, press the Arrow Down key. The items already rung up will be re-displayed and re-printed. You may continue to add items, close out the transaction, or undo the sale. You may have only one invoice per Point of Sale on hold.

 

Void a Completed Sale

At the Item ? field, type in VOID and press <Enter>. This will activate the void routine and items entered will be taken out of sales. This has to be done as a separate transaction, you cannot sell items on a void transaction.

 

Delete an item from a Sale

To delete an item on a sale transaction, press the <Arrow Down> key. Highlight the item to be voided and press <F5>. The item will be deleted from the sale This must be done during a transaction and cannot be done at the sub-total. The inventory will be correct.

Layaway Sale, Layaway Payment, and Layaway Void

 

Gift Certificate Sale / Redeem / Refund

 

Item Discount is Arrow Down key

After ringing up an item, enter an amount and press the <Arrow Down> key for a discount/coupon to be taken off the price of the item. The item will be rung up at the regular price, and If you enter an amount of 98 or less, that percentage of the price of the item will be taken off. If you enter 99, then 100 percent will be taken off the price of the item. If you enter 100 or more, than a dollar amount will be taken off the item price. A window will come up showing you the amount of the discount/coupon. Highlight the reason for the discount/coupon and press <Enter>.

 

Sub Total Discount

At the Sub Total amount, enter the amount of the discount, press <Enter> and choose Option #12 for Sub Total Percent Discount or Option #13 for Sub Total Dollar Discount. A window will come up showing you the amount of the discount/coupon. Highlight the reason for the discount/coupon and press <Enter>. The amount will be taken off of the sale and you may finish the sale by choosing the correct pay type. A discount percent may be up to 100% discount.

 

Entire Cash Register Department on Sale

You may put an entire Cash Register Department on Sale by entering a discount percent in the SYStem Config File #3 = Cash Register Config. Enter the store’s number, then choose the option that will change the correct Department. Tab over to the column that reads "Dis" and enter the number for the percent amount to discount. At the Point of Sale when an item in that Department is sold, the sales slip will show the item at the regular price and then show the discounted amount as a Promotion Discount.

 

Entire Category on Sale

You may put an entire Category on Sale by entering a discount percent in the SYStem Config File #2 = Change 199 Categories. Arrow down to the category, then arrow to the right until the cursor is right below the letters ‘Ds’ and enter the discount amount. (This should be on characters 21 & 22 of the line.) At the Point of Sale when an item in that Department is sold, the sales slip will show the item at the regular price and then will show the discounted amount as a Promotion Discount.

 

Items with Sale Price on Certain Dates

When items which have a Sale Price through certain dates are sold, the price shown will be the regular price with an asterisk. The item will be rung at the regular price with a discounted amount. The sales slip will show the regular price, then the discounted amount as a Sale Discount.

 

Discount may be Changed

After an item is rung up with a discount amount, you may change the discount by pressing the arrow down key, highlight the item, and press <F6>. If the units sold is OK, press <Enter>, then enter the dollar discount amount for ONE item.

 

Payment of Returned Check

Enter the amount of the check and press <Page Up>=No item # to display all the departments on the Point of Sale. Choose #40 Returned Check. If you charge a fee for a Returned Check, enter the amount and press <Page Up>=No item # and choose #45 Misc. Revenue. Sub total the transaction and choose the type of payment.

 

Customer Deposits

When a customer pays down on merchandise ordered, (such as a down payment on robes or on a special order), enter the amount and press <Page Up>=No item # to display departments on point of sale. Choose #41Deposits. When the customer picks up the merchandise, ring up the purchase, then to take off the deposit amount, arrow to the left and put in a minus one, enter the amount of the deposit and press <Page Up>No item #. Choose #41 Deposits. This will take the deposit paid from the total due of the sale transaction.

 

Charge/Credit to A/R Account and Payment to A/R Account

 

Tax Exempt or Change Tax Rate Single Item is <F4> Key

To tax exempt or change the tax rate of an item at the Point of Sale, before ringing up the items, press the <F4>=Tax Shift key. A window will be displayed showing tax changes. Highlight ‘Exempt NO Tax’, press <Enter>, and then ring up the sale. The item will not be taxed. Highlight the correct tax rate (as set up in SYStem Configuration), press <Enter>, and then ring up the sale. The tax charged will be at the new rate. If the sale is Tax Exempt No Tax, a window will be displayed where you may enter the reason for the tax exemption if you have set your SYStem Config File line 216 = Ask for additional sales tax exempt info at POS? to "Y". The choices are; 1= Exempt Organization, 2= For Resale, 3= Out of State, 4= Exempt Items. If you charge a sale to an Accounts Receivable Account that is set up to be tax exempt, the tax will be taken off and the same window will be displayed.

 

Make a Special Order & Special Order Inquiry

 

Undo Sale

At the sub-total press the <End> key and the entire transactions will be taken out. Inventory will be adjusted.

 

Sales on Consignment / Standing Orders

In Store Coupon(s) Automatically Issued at POS

When a sale is tied to a customer by the telephone number, the amount sold is remembered and added to the amount of purchase the next time the customer comes in. When the total purchases reaches the amount set to give a coupon, a coupon will be printed after sale is rung up. Customer earns Coupon may be displayed. On the Mailing List Maintenance for the customer, you may press <F9> to change amount toward the next coupon. Must enter Master Passcode, then enter the amount toward the next coupon. After changes are made you must (S)ave the changes.

 

Day Spring Cards

You may scan Dayspring Cards at the Point of Sale without putting each individual card on inventory by doing the following:

In SYStem Config File, #5, Line 510 - Use Dayspring file for Prices: put a "Y".

Set up a Category for Cards in SYStem Config, #2 = Change 199 Categories.

Download from BSMGR’s Bulletin Board the file, DAYSPRIN, and put in the BOOK directory. (The filename does not have a "G")

Put an item on your inventory for each price of cards that will be sold. Example: If a card retails for $1.75, put an item on inventory with the item number "C175". Put Dayspring as the Vendor #1, and enter the category number for cards in the category field. You may leave the maximum/minimum and on hand at zero. Put in the price at $1.75. On the second screen, set the Analyze field to "N" so the item will not be analyzed/deleted with the history roll, and set the Multiples field to "Y". Do this for each different price of cards from Dayspring.

At the POS you may scan the card, if the barcode is not found in your inventory, the DAYSPRIN file will be read and if the barcode is found will tie the barcode to the item in your inventory with the same price.

Example: C175. The card will be sold showing the C175 as the item number and the department you have tied to the category number for cards. The selling price will be $1.75.

If a card is scanned that does not have an item set up for the price of the card, a message will be displayed:

Message

This item C399 is not in

Your stores Inventory. Try again ....

In the above example, you will need to add an item "C399" into your inventory for this item to scan properly.

This will keep the sales history for each price of Dayspring Cards.