Point Of Sale Payment Processing

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1 Point Of Sale Payment Processing TechStorm

2 Contents Point of Sale Payment Processing... 3 Transaction Flow for processing sales... 3 Barcode Scan an Item... 3 Choose an Item from the Item Screen... 4 Choose A Payment Method... 7 Cash... 7 Credit... 8 Check... 9 Gift... 9 Split Receipt Options Receipt Advertising Transaction Flow for returning an item Transaction Additional Options Suspend / Resume Tax Exempt Coupons Overview Creating A Coupon In The Management System Discount Overview Tiering of discounts Details Enabling Verified Refund Cash Drawer General Sale and Zero Item SKU General Sale Zero Item SKU Sales Reports Real Time Sales Period Sales Tech Storm 1

3 Sales Tax Settlement Summary Transaction Reports Discount Transactions Coupon Transactions Refund Transactions Exporting Report Data Tech Storm 2

4 Point of Sale Payment Processing There are three basic methods for processing sales and tracking inventory in the TS1 solution. Each is covered in detail below. Track Sales by product and Track Inventory barcode scan in and out all items Track Sales by product type zero item SKU Track Total Sales not by product type general sale Transaction Flow for processing sales 1) Add items to the transaction screen (shopping cart) a. Add by barcode scanning item b. Add by clicking on the item in the item screen c. Zero item SKU d. General Sale 2) Adjust the price and or quantity of the item 3) Choose a payment method Barcode Scan an Item Scan the barcode from any screen in the software. Once the item is scanned, it will bring you to the transaction screen. If you want to modify the selling price, quantity purchased, apply a discount, or apply a coupon, click the pencil next to the price. To remove the item from the cart, click the red X next to the item. To terminate the transaction, click the Void button. Any scanned item will appear in the transaction screen. Tech Storm 3

5 If you click the pencil, after adjusting the selling price, quantity, adding a discount or coupon, click save. Click Cancel if no updates are desired. Choose an Item from the Item Screen Click the home button to head to the home screen. Tech Storm 4

6 From the home screen, click on the Item button. The inventory items will display. You can sort the list by style, vendor, department, category, sub-category, size, color, or brand. Tech Storm 5

7 Click the icon to begin searching by an item name. As you type each letter of an item name, your search results will filter based upon the letters you type. To add an item to the cart, click the shopping cart icon in the lower left corner of the item. A message will appear that reads Item is added to cart, and the cart total in the upper right hand corner will increase. To add the item multiple times, click the cart again. Tech Storm 6

8 Choose A Payment Method Once the items the customer wishes to purchase have been added to the cart, you must choose a payment method. The choices are Cash, Credit, Check, Gift Card, or Split (to split between multiple payment forms). Cash To add a customer to a cash transaction, you must add them by clicking the person in the suit icon. Press the cash button, and enter the amount tendered. Press the quick buttons, or enter the actual amount using the keyboard. Tech Storm 7

9 Press the submit button. A message will pop up showing the change amount due. Press OK. Credit Press the credit button and swipe the credit card. If the credit card is EMV enabled, insert in the EMV slot on the card reader. Note: EMV credit cards have a chip included inside of them which provides higher security. After the information is populated, press Submit. If the card reader is unable to read the magnetic stripe, you can manually enter the credit card information. Once entered, press Submit. Tech Storm 8

10 Check Press the check button, and enter the amount tendered. If you offer cash back, enter the amount of the check. The system will calculate the amount of cash that should be returned to the customer. Press the quick buttons, or enter the actual amount using the keyboard. Gift Prior to processing a gift card, the card must be activated. The process for activating gift cards is outlined below. 1) Click on item and create a new service item by pressing the icon. Name it gift card, with a zero value. Tech Storm 9

11 2) Click (or scan gift card sku if you created one) since this is a zero dollar item, a prompt will ask you to enter the item price. Press ok. 3) Add the gift card service item to transaction screen by pressing the shopping cart in the bottom left hand corner. 4) Add the amount of the gift card, then press the transaction button to head to the transaction screen. 5) Select payment method and click ok. Please note, you must print a receipt to get the transaction number. After money collected, from the transaction screen, press the transaction button in the upper left hand corner (note: transaction changes to more once selected). Press Gift, then press Activation. Enter the card number, the card amount and transaction number from receipt. Click ok. To redeem a gift card, process the transaction as listed above and choose gift as the payment method. Tech Storm 10

12 Split To split payments among multiple payment methods, press the Split payment option. Enter the amount for the first form of payment, and choose the payment type. The system will calculate the remaining amount automatically. Choose the other payment method and press submit. Your receipt should show both forms of payment, as follows: Tech Storm 11

13 Receipt Options Flip the unit toward your customer. They will have the option of how they want the receipt delivered. They can choose to receipt, print receipt, or to choose no receipt desired. If the customer chooses to have the receipt ed and they were not added to the transaction, the system will prompt them to enter their address. After choosing the receipt option, the following message will appear. Flip the unit back toward yourself and click close. The transaction is complete. Tech Storm 12

14 Receipt Advertising Click the TechStorm logo in the upper left hand corner of the screen on the home page to see more options. Press the Other Settings Button Tech Storm 13

15 Press Receipt Settings You can enter up to 5 messages in the header, and 5 messages in the footer. Once complete, press the check mark. Note: The header, footer and promotional message appear on the printed receipt. Only the promotional message appears on the ed receipt. Tech Storm 14

16 Transaction Flow for returning an item 1) Add items to the transaction screen (shopping cart) a. Add by barcode scanning item b. Add by clicking on the item in the item screen c. General Sale 2) Adjust the price and or quantity of the item 3) Choose a payment method 4) From here, you have two options. Either click return towards the top of the screen, or click the Transaction menu in the upper left hand corner, then choose Verified Refund. (Note: Receipts are required to process refunds at this time.) Tech Storm 15

17 Transaction Additional Options While in the transaction screen, click the TechStorm cloud for additional options. Suspend / Resume Menu suspend to suspend transaction and process other sales Menu resume to resume the transaction Tech Storm 16

18 Tax Exempt Tax exempt is for individuals that have a reseller license. Ring up the sale, press the Transaction button in the upper left corner, then choose Tax Exempt. Only valid for current transaction. To undo the tax exemption, click tax exempt button and reset. Coupons 1. Go to and log in with your username and password. 2. Go to Management, then Transaction Codes, then Coupon Codes. Tech Storm 17

19 Overview Coupons can be applied at the POS in one of two ways, at an item level or at a transaction level. Coupons processed at the item level are treated as a reduction in price, but coupons run at a transactional level are considered as a negotiable item, and are reported on the Real Time Sales report. The option also exists to run an "Auto Generated Coupon", which is set up at the POS, and allows for the coupon to apply at the item level without further action. (Note: auto generated coupons are item level only). Creating A Coupon In The Management System 1. Each Coupon must have its own unique Description. This will show up in all reports and filters so you should name them carefully. If you try to create a coupon with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports. 2. Select the Amount of the coupon. 3. Enter the To and From Dates that the discount will be in effect for. It is recommended that if the discount is ongoing pick an annual date that all ongoing discounts terminate, so that you can review their impact annually, and eliminate discounts that are no longer applicable. 4. Select Item Only if this coupon is to be used only for a specific product and this will reduce the reported sales amount. (ex: if coupon is at item level, a $15 item with a $5 item level coupon will show as $10 in the real time sales report and $10 in the periodic sales report) 5. Select General Purpose if this coupon is to be available to use for any item at the transactional level. (ex: occurs at the transaction level and will show $15 in the periodic sales report and $15 in the real time sales report of which $5 is collected via coupon.) 6. Repeat 7. Select when you would like the coupon to be active, weekly, monthly, and daily 8. Select from the check boxes or drop down on which days you would like the coupon to be active 9. Starts On date is the day that the coupon will be available on the pos from the frequency criteria set for the coupon 10. Ends, allows you to select the date it will end or if doesn't have an end date. 11. *Summary, *shows in words the options you have chosen for this coupon. 12. Click on Save to create the Coupon Code. To modify a coupon, click on management, transaction codes, modify transactions, choose the transaction type and click find. Tech Storm 18

20 Discount Overview Discounts are often used in retail to discount overstocked or end of season merchandise, and can be used to appreciate your customer base, especially if it is designed around your CRM builder and customer categories. For employees it allows a perk, encourages sales and understanding the products you, as the merchant, provide. When employees use the items sold for personal use they can better describe and recommend the items. It is also a good way to clear back stock or seasonal items that maybe taking up space on the sales floor, that other relevant items that could generate revenue could be stocked. A great way to determine these items is from the attribute analysis report. Discounts can be applied at the POS in one of two ways; at a transaction level where the discount is applied across all items in the transaction, or at an item level, where it is applied on a single item. In addition items can be modified to always ring up at a discount by applying a discount code at the master item level or at a price list level. Tiering of discounts: If a discount is in place at an item level, transaction level, and part of a multiple item discount - all of the discounts will not be taken. The system tiers the discount so that they supercede ones placed at a lower level. Lowest level: Item level discount (this will be in effect if no other discount is used) Transaction Level Discount This supersedes item level discounts Multiple item discount - this discount will supersede both transaction level and item level discounts Details Each discount must have its own unique Name. This will show up in all reports and filters so you should name them carefully. If you try to create a discount with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports. Select the Type of Discount: Discounts can be applied at a straight Percentage deducted from the selling price or using the Multiple Item Discount (where the customer purchases more items and receives a greater discount) or an item can be discounted to Cost Price Plus a Percentage. Tech Storm 19

21 Click on Save to create the Discount Structure. This discount will apply automatically at the sales screen. Enabling Verified Refund To enable the allow verify refund option, click Menu, choose other settings, select User Settings, and choose allow verify refunds. This requires the user to select a transaction number when doing a return. If verified return is not turned on, you do not need a corresponding transaction. Cash Drawer To open the cash drawer, from the transaction level, click the Transaction button in the upper left hand corner, then select Cash Drawer. Tech Storm 20

22 General Sale and Zero Item SKU General Sale To add an item that is not in inventory, click on the transaction screen and press General Item. Enter the price of the item and press enter to go to the items field. You can enter the quantity of the item if more than one is being purchased. To add multiple items, add the items to the card and enter the new rate and press add to cart again. If adding only one item, the field can be blank. Choose the method of payment to process the sale. Tech Storm 21

23 Zero Item SKU If you want to track sales of an item with no SKU, you can take advantage of the zero item SKU. When choosing this, the system will prompt you for the selling price of the item. Sales Reports 1. Go to and log in with your username and password. 2. Hover over Reports, choose Sales, and your 4 sales reports are listed there. Tech Storm 22

24 Real Time Sales Overview This report is used to generate sales data. The strength of the report is that it gives a snap shot of current sales data, broken down by media tender for a complete recap to be analyzed as needed by management. Details To filter by Venue, Store or Group user select by clicking the appropriate drop down. User can consolidate the report by selecting Venue, Store or by Register from the Consolidation By drop down menu. User enters the date range using the pop up calendar for the From date and To date. To view the report broken down by day user selects the Display Date Wise and selects an appropriate date range. Report outputs days from beginning time and ending time all days in between are on a 24 hour clock from 00:00 to 23:59 server time. The user then can generate the report or download the CSV file. The generated report contains the registers, date, and the sales amount in cash, credit, debit, check, gift, coupon and totals for each register for the dates selected. The report is real time, so the report should match the daily sales summary of users POS immediately after a transaction has been made (depending on internet connectivity). Note - the figures do include sales tax collected on the transactions. Note: The coupons field displays transaction level coupons only. Item level coupons are reported on the coupon report. Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers may view real time sales report at Venues or Store assigned to them. Tech Storm 23

25 Period Sales Overview The Periodic Sales report shows UPC level movement for a specified date range. It displays records of sales by UPC, including data on Quantity on Hand and Pending PO Quantity. This report can be useful in calculating replenishment levels. Note The "Quantity on Hand" reflected here is the inventory level as of the date the report is generated and not the inventory level as of the report ending date. The Total Retail Sales on the Periodic Report should equal the Total Net Sales on the Summary Report Details To filter by Venue, Store, Group or Register user selects by clicking the appropriate drop down. User enters the date range using the pop up calendar for the From date and To date. To select another date range of data for the report the user selects from the From date and To date, this will enable the report to output from week 1 to week 3 skipping the days in between. To output the report by classifications user selects Department, Category, SubCategory, Vendor, Royalty, Size, Style or Color. Any combination selected will display the appropriate items sold to the report. User can Consolidate the report by selecting Enterprise, Venue or Store from the Consolidation By drop down menu. The report will display the quantity on hand (QOH) based on the consolidation selected. If the user selects the particular store and consolidating by venue then Venue level QOH will be displayed. If the user selects the particular store and consolidating by Enterprise then Enterprise level QOH will be displayed. Tech Storm 24

26 The user then can generate the report or download the CSV file. The pdf generated report displays the venue, store, register, UPCs, and the item description, department, category, subcategory, supplier, retail price, retails sales, discount, the unit cost, and total cost of sale of all units sold for each item. If run as a csv generated report, attributes (such as style, color, size) are also included in the report. NOTE On the report, the column titled Disc reflected discounts taken on the item, this is item level coupons and discounts. Retail Sales is Net sales (as on DSR) sales tax not included Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers may view periodic sales report at Venues or Store assigned to them. Tech Storm 25

27 Sales Tax Settlement Overview This report provides a summary by tax codes of the number of items sold as well as the net sales and tax amount. This report can be used to aid the merchant in their tax remittance information. Details User provides details and generates a sales tax settlement. User specifies the report by the venue, store, group, and then provides details such as department and size, and selects consolidation by venue or store and the date range which the sales are to be reported. The user then can generate the report or download the CSV file. The generated report provides the venue name, tax description (taxable, nontaxable, or exempt), number of items, net sales, tax 1, and tax 2 (if applicable). Some municipal jurisdictions support two tax rates for certain products (typically liquor tobacco etc), or as in the case on New York City there are state and local taxes of which local taxes are waived during one week of the year. This allows the system administrator to manage the two rate tables if needed. The rates are calculated linearly or they can be compounded if required. For example suppose an item is sold for $100 and the tax rates are 10% and 2%. If linear the tax would be calculated as tax =($100 * (10% +2%))= $12 if compounded it would be tax =((($100*10%)+100)*2%)- 100)= Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers may view sales tax settlement report at Venues or Store assigned to them. Tech Storm 26

28 Summary Overview This report provides an overview of the sales transactional activity. It should be used to get a quick overview of number of units sold per transaction, net sales,cogs, margin, coupons, discounts, and # of customer tracked transactions. Details To filter by Venue, Store or Reporting Group user selects by clicking the appropriate drop down. User enters the date range using the pop up calendar for the From date and To date. To select another date range of data for the report the user selects from thefrom date and To date, this will enable the report to output from week 1 to week 3 skipping the days in between. User can Consolidate the report by selecting Venue or Store from the Consolidation By drop down menu. The user then can generate the report or download the CSV file. The generated report displays the following columns: Description- breakdown of sort (Venue, store, etc) Total Tran- Total number of transactions in the transaction period (refunds are added to total) Ref/Exc Tran- number of refunds and exchanges made Items- Net number of items that had been sold in the date range (refunds are subtracted from total) Net Sales- Total of Sales less refunds/exchanges (does not include sales tax) COGS - Total of cost of the items sold less refunds/exchanges Tech Storm 27

29 Margin%- Net Sales minus COGS divides by COGS Coupon Tran- # of item level coupons used (coupons on refunds are added to total) Coupon Amt- amount of item level coupons used (coupons on refunds are subtracted from total) Discount Tran- # of transactions sold with a item level discount (Discounts on refunds are added to total) Discount Amt-amount of item level discounts used (discounts on refunds are subtracted from total) CEO Tran- Number of CEO transactions (customer is added to transaction) Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers may view periodic sales report at Venues or Store assigned to them. Tech Storm 28

30 Transaction Reports 1. Go to and log in with your username and password. 2. Hover over Reports, choose Transactions, and you ll see the different reports based on transactions. Discount Transactions Overview This report provides information about items that were discounted on an item level. Use it to monitor the percentage of items that are sold at a discount and the discount codes that were used. The Discount report also displays total discount amounts. Sales is in this report. Details Tech Storm 29

31 User provides criteria and generates a discount summary report. User specifies the report by the venue, store, group, or register, and then provides details such as department, size, consolidation by enterprise, venue, or store, and provides the dates between which the sales are to be reported. The user then can generate the report or download the CSV file. The user can generate a report that provides the venue, store, discount, the SKUs, and the unit descriptions, units sold, retail price, retail sales, item cost, total discount on unit, units at the discount code, discounted retail sales, and the discounted cost of each item. Venue/ Store- the location in which you would like to generate the report from Discount- The Name of the discount UPC- the UPC of the item sold with the discount Description- Name of the item sold Units Sold- the total number of units sold of the item during the reporting period (includes all items, not just discounted items) Retail Price- retail price of the item Retail Sales- number of sales of the item * prices, less returns Disc Amt- dollar amount of discount applied Item Cost- cost as per POS transaction item detail table Total Disc. Unit- number of units of this item sold with a discount Units at Disc. Code- number of units of this item sold with the discount (less refunds) Discounted Retail Sales- discounted amount of the item. Discounted Cost- cost of the item with the discount. Tech Storm 30

32 NOTE: This report utilizes a large amount of memory and can slow your system for other functions while running the report. It is recommended that this report be run in off business hours to minimize the impact. Limitation: The report does not include manual refund import sales. Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers may view discount transactions report at Venues or Store assigned to them. Tech Storm 31

33 Coupon Transactions Overview This report provides information on coupon transactions done at the item level, transaction level coupons are not reflected on this report. Use this report to monitor the percentage of items that are sold with coupons and the coupon codes that were used. Details User provides details and generates a coupon sales report. User specifies the report by the venue, store, group, or register, and then provides details such as department, size, and the date range which the sales are to be reported. The user then can generate the report or download the CSV file. The generated report provides the venue, store, coupon name, the UPCs, description, total sold, retail price, retail sales, number sold at coupon code, and the discounted coupon retail sales. Each coupon is listed, then all are totaled, so the user can see which coupons are being used by their customers. Description of report headers: Total Sold: Number of all sales of that item during the date range selected (coupons and without) less refunds. Retail Price: Price of the item (before coupon discount taken) Retail sales: Total sales * Retail price Sold at Coupon Code: number of transactions with an item level coupon used. (Sales less refunds) Coupon Amount: Total of all coupons at that coupon code (less refunds) Tech Storm 32

34 Discounted Coupon Retail Sales: Retail Sales minus Coupon Amount Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers and human resource managers may view coupon transactions report at Venues or Store assigned to them. Refund Transactions Overview This report provides information about refund transactions by reason code. Use it to monitor the percentage of refunds. Details User provides details and generates a refund sales report. User specifies the report by the venue, store, group, or register, and then provides details such as department, size, and the date range which the sales are to be reported. The user then can generate the report or download the CSV file. The generated report provides the venue, store, refund reason, total transaction price, total sales, the number of refund transactions, the total refund amount, the percent refunds of all transactions, and percent refunds of sales amount. Total Transactions- Total number of sales transactions with and without refunds associated with them Total Sales- Dollar amount of all sales (net amount including tax) Sales (+ tax) - refunds (- tax) Refund Transactions- Number of Refund Transactions Refund Amount- The Amount of Refund Transactions (this includes sales tax) % Transaction- The percent of Refund Transactions (Refund transactions/total transactions) Tech Storm 33

35 % Amount- The percent of the Refund Amounts (Refund $/Total $) Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers and human resource managers may view refund transactions report at Venues or Store assigned to them. Exporting Report Data After running a report, the export the data into CVS, click the Download CVS button. All information contained in the report will be downloaded into a CVS file. Tech Storm 34

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