2) Point of Sale Handbook BASIC TRAINING WORKSHOP & REFERENCE MANUAL

Transcription

1 2) Point of Sale Handbook BASIC TRAINING WORKSHOP & REFERENCE MANUAL E4W Level 14 Last Revision on Wednesday, February 09, 2005

2 TRAINING ASSISTANCE Help is available to aid you in the operation of your UNITY system. 1. From the Eagle Browser, click on the Training link. 2. From the Training Browser window, click on the "App Map" link. 3. From the Application Map, click the topic called Point of Sale. 4. From the Point-of-Sale Materials window, click on a link for: Videos Quick Tips Application Training Job Aids Do It Yourself Training (Simulations) Quizzes Other Documentation 2-2 Chapter 2: Point of Sale Handbook

3 CASHIER RESPONSIBILITIES The UNITY Point-of-Sale is a powerful, feature-packed retail system. It is more than just a fancy cash register. Your UNITY system will store and process vital business data while the Windows software makes things much easier to run. As a cashier, you have the responsibility of recording sales and accessing information accurately. You play a big role in keeping the stores inventory counts accurate and providing a high level of customer service. CASHIER ABILITIES Each person who uses the Point-Of-Sale must be set up in the system with a unique ID and password to use when logging on. Cashiers must log on to make transactions. Logging on and off allows the UNITY system to keep records of activity and transactions by cashier. Your storeowner or manager will set up your ID, password and your permissions. Depending on store policy you may or may not have the ability to do the following: Accept Returns Add UPC's and Items Allow Paid Outs Issue Discounts Make Price Overrides Open the Cash Drawer Override Charge Account Limits Void the Entire Sale Num Lock In order to use the numeric keypad on the right hand side of the keyboard the NUMLOCK key must be "ON". A light on the upper right hand side of the keyboard indicates this. This will normally be done when the register is turned on. If not, then press the "NUMLOCK" key until the light is lit. Chapter 2: Point of Sale Handbook 2-3

4 Caps Lock Because much of the UNITY system is case sensitive, it is also recommended that CAPS LOCK always be turned "ON". The "CAPS LOCK" key is located on the left hand side of the keyboard and is indicated as "ON" by a light on the upper right hand side of the keyboard. If CAPS LOCK is not turned "ON", press the "CAPS LOCK" key until the light is lit. Read the Screen! Occasionally, when performing functions within the Point-Of-Sale, system messages may appear in the lower part of the window. Examples: 1. A UPC Code is scanned, but is not recognized by the system. 2. The message in the lower part of the window may read, "UPC not found. Type in the SKU or press <clear>". 3. If you type in the wrong SKU number, you run the risk of updating the unrecognized UPC Code to the incorrect item/sku Code. 4. When in doubt, press F12 to Clear the Window prior to scanning/typing the next item. 5. If you know the UPC number, then it is extremely important to type the exact SKU Code and press the Enter key. 2-4 Chapter 2: Point of Sale Handbook

5 Cashier Log In 1. From the Point-of-Sale Log In window: 2. In the Clerk field, type your Identification Name. 3. Press the Enter key. If a password has been assigned to you, then the system will prompt you for the password. If a password has not been assigned to you, then you will be taken to the Point of Sale screen. 4. Type in your Password if you are using one. When you type in your password you will not see it on the window. This is so someone looking over your shoulder will not be able to read your password. 5. If you get the error message, "Clerk Not On File. Please Try Again". click OK to continue. 6. Input your Cashier ID and Password again. 7. If you continue to get an error message, contact your store owner or manager. Cashier Log Off If you walk up to a POS and see that another cashier is already signed on, (someone else's ID is displayed near the upper left hand corner of the window) you should sign that cashier off and then sign yourself on before making any transactions. Signing off a cashier from a POS station is as easy as closing POS or signing on a new cashier. To sign on as a new cashier, hit the Esc key to bring up the Cashier Log In window. 1. To close out Point Of Sale, hit the Esc key to bring up the Cashier Log In window. 2. Hit the Esc key to bring up the Exit Point of Sale window. 3. Click the Yes button to exit. You can also close out Point Of Sale by selecting the File drop down menu and clicking on Exit. NOTE: If your system is set to automatically sign you off after each transaction, you will not have to SIGN OFF unless you wish to before doing a transaction. Chapter 2: Point of Sale Handbook 2-5

6 THE POSTING WINDOW The Posting Window is made up of the following areas: Title Bar The TITLE BAR displays the name of the application, user's ID, terminal number and store number. Menu Bar The MENU BAR is where you see the labels File, Edit, Action, and Help. Tool Bar The TOOL BAR provides shortcuts to some of the most commonly used Point-Of-Sale activities. Clicking the toolbar buttons or pressing the keyboard equivalents (listed below each Icon) will give you quick access to important functions. The arrows at each end of the TOOL BAR indicate that there are more functions available, but not enough space in which to display them. Click either of the Arrows to scroll through the remainder of the buttons Press the Ctrl button and the Left Arrow or Right Arrow keys on the keyboard. 2-6 Chapter 2: Point of Sale Handbook

7 Header Area The HEADER area displays customer information. Body Area The BODY area organizes transaction information within a grid. Posting Area The POSTING area is where customer purchases are entered. Message Area The MESSAGE area is where pertinent messages will occasionally display for the cashier. Chapter 2: Point of Sale Handbook 2-7

8 USING ONLY THE KEYBOARD Point-of-Sale has a graphical user interface often associated with the use of a mouse for moving around the window. However, normal operation of Point-of-Sale was designed for keyboard navigation. Menu Bar 1. To open a menu option, hold down the Alt key, and then press the Underlined Letter of the desired menu title. This is often, but not always, the first letter in the title. 2. For example, to open Action on the Menu Bar would be to hold down the Alt key and then press the A key. 3. Then use the Up Arrow and Down Arrow keys to step through the list. 4. Press the Enter key when you reach the desired item. You may also activate a selection from the drop down list by pressing the Keyboard Shortcut listed to the right of the selection. To move from one menu to another, use the Left Arrow and/or Right Arrow keys. This works for submenus as well. To close a menu without selecting anything, press the Esc key. 2-8 Chapter 2: Point of Sale Handbook

9 Tool Bar To activate a toolbar function, press the keyboard shortcut listed under each button label. To view additional functions, press Ctrl and the Left or Right Arrows to scroll through the selections. These shortcuts, as well as others, are also listed under the Action menu. Text Entry Fields The ARROW keys are essential for moving from one text-entry field to another, such as from Item to Quantity. For example: on the Total Window, if the payment is not cash, then press the Down Arrow until you reach the appropriate method of payment. Buttons If you see a button (such as Yes and No) with a dotted line or heavy line surrounding the button, then this would indicate that this button is the "default" choice, meaning that pressing the Enter key will activate that response. To cycle between buttons, press the Tab or Arrow keys. Check Box There may be times when you need to choose selection criteria by placing a small check into a box next to a particular field. To place a check in the checkbox, press the Tab key to advance to the field and press the Spacebar. To uncheck it, press the Spacebar again. Chapter 2: Point of Sale Handbook 2-9

10 Drop Down List Box Occasionally, you'll need to use a drop-down box to choose an item from a list. 1. On the Point of Sale window, the cursor is in the Item SKU field. 2. Press the F11 key to move the cursor to the Customer Field. 3. To open the list of items by only using the keyboard, press the Alt plus the Down Arrow keys. 4. The drop down list box displays a list of the available customers. 5. Use the Up and Down Arrows to step through the items one at a time. 6. To move more quickly through the list, use the Page Up and Page Down keys. 7. After you have highlighted the correct account, press the Enter key to activate the highlighted selection. 8. To close the list without selecting anything, press the Esc key. NOTE: In this illustration, you can also use the Customer field to go directly to a specific customer from the list. If you were to type "*500", then Cash Customer Patricia Konrath would populate the Header area Chapter 2: Point of Sale Handbook

11 ENTERING ITEM INFORMATION There are multiple ways to type in item (SKU) information into the POSTING Area. Options at the Blank Item (SKU) Field Scan the item's UPC code. Type the item's SKU code. Type in the item's exact Manufacturer Part Number and then click the MPN Mfg LU button on the Tool Bar or press the Control plus the L keys. Type in the item's exact UPC code and then click the UPC LU button on the Tool Bar or press the Control plus the U keys. NOTE: Always look at the window to make sure you entered the correct item! Chapter 2: Point of Sale Handbook 2-11

12 Item Number Not Found After you input the item (SKU), the system searches for the item in the Inventory File. 1. If the system does not find the item, then the Catalog Window may display if the item is a True Value item. 2. The system will ask you if you wish to add this item to your inventory. 3. Select Yes to add the item to inventory and continue the sale. UPC Code Not Found 1. After you scan the item, the system searches the UPC Maintenance File to find a match. 2. If it does not find the UPC Code on file, an error message will display in the MESSAGE area. 3. The lower part of the window may display a message like, "UPC not found. Type in the SKU or press <clear>". 4. If you type in the wrong SKU number, you run the risk of updating the unrecognized UPC Code to the incorrect item/sku Code. 5. When in doubt, press F12 to Clear the Window prior to scanning/typing the next item. 6. If you know the UPC number, then it is extremely important to type the exact SKU Code and press the Enter key. NOTE: It is extremely important to type the exact SKU at this time Chapter 2: Point of Sale Handbook

13 Description Field Lookup By Keyword 1. Go to the Description field. 2. Type in a descriptive item keyword (Example: TILLER) and press the Enter key. 3. You may also type a partial description, followed by an asterisk (Example: TIL*) for a wildcard search and press the Enter key. 4. The Inventory Viewer will open with a list of matching items from the Inventory File containing the letters you entered. 5. Highlight the item you wish to sell. 6. Click the Select button on the Tool Bar or press the F4 key to bring it over to the POSTING Area. Chapter 2: Point of Sale Handbook 2-13

14 Description Field Lookup Using the Viewer 1. Click the Viewer button on the Tool Bar or press the F9 key. 2. The Inventory Viewer will display on the window. 3. Click the Lookup button on the Tool Bar or press the F5 key. 4. The View By window opens. 5. From the list shown, select the option that you wish to look up items by. clicking the OK button. 6. The Inventory Viewer window changes to display an entry field. The entry field may require you to type in your keyword for the lookup search. The entry field may feature a drop down list box for you to select from. 7. Press the Enter key to display the results of your lookup search. 8. Highlight an item from the list and click the Select button on the Tool Bar or press the F4 key to bring items over to the POSTING Area Chapter 2: Point of Sale Handbook

15 COMPLETING A BASIC SALE TRANSACTION Completing a transaction in Point-of-Sale is a fast and simple three-step process. Step 1: Select the Correct Mode and Customer Step 2: Type in the Items You're Selling Step 3: Total the Sale for a Cash, Check, Credit Card, or Store Charge Transaction In the following pages, we detail these steps. Chapter 2: Point of Sale Handbook 2-15

16 STEP 1: SELECT THE CORRECT MODE AND CUSTOMER On the Point of Sale window, the Header indicates which mode Point-of-Sale is currently in. It should typically default to Cash Customer with Sale to the right of the P.O. # field. 1. If Sale does not appear to the right of the P.O. # field, then click the Clear button on the Tool Bar or press the F12 key. 2. The Customer field will typically default to a preset "CASH CUSTOMER". 3. If the customer has an account with your store, click the Customer button on the Tool Bar or press the F11 key to move the cursor to the Customer field. 4. In the Customer field, you can search the Customer file: by typing the Customer Name. by typing the Account Number. by typing the Phone Number. 5. In this example, we typed in the Customer Name one letter at a time until we located the Customer we needed Chapter 2: Point of Sale Handbook

17 (Continued) 6. If your search doesn't bring up the correct account immediately, then click the Down Arrow in the Customer field to bring up the drop down list. 7. Arrow Down to select the correct customers account 8. When you find the correct account, press the Enter key to select the Customer. 9. A window may appear with information about the customer to confirm identification. 10. Press the OK button to continue. 11. A window may appear with a list of persons who are authorized to charge to the account. 12. Arrow down to the appropriate name of the person making this purchase. 13. Depending upon system set up, an image of the customer may appear when the name is highlighted. 14. Press the OK key to continue. NOTE: You may also select "Add a Name" to type in the customer name (in a pop up box) to appear on the invoice. With proper authorization, this could be used for a one-time charge situation. Chapter 2: Point of Sale Handbook 2-17

18 Customer Field Operational Tip From the Point of Sale Posting window: With the cursor in the item (SKU) field, click the Customer button on the Tool Bar or Press the F11 key to get to the Customer field. With the cursor in the Customer field, click the Header button on the Tool Bar or press the F11 key to get to the Point of Sale Header window. From the Point of Sale Header window, click the Post button on the Tool Bar or Press the F11 key to return to the Posting window. NOTE: If you ever find yourself on the wrong Point-Of-Sale window by mistake, then press the F11 key to return to the correct POS window Chapter 2: Point of Sale Handbook

19 STEP 2: ENTER THE ITEMS YOU'RE SELLING 1. With the cursor in the Item (SKU) field, scan the Bar Code or type in the SKU. 2. Press the Enter key. 3. Information about the item appears in the POSTING Area, including pricing. 4. Details about the item may display. If the Details window does not appear and you wish to view details about the item, then click the Display button on the Tool Bar or press the Slash key on the keypad. 5. Press the Tab key to move to the Quantity Field. 6. Type in the quantity of the item you are selling. Your system may be set up to default to one item enabling you to skip the quantity field every time you ring up a single item, saving you time. 7. Press the Enter key. 8. If the item has been set for selling in increments, then the Select Multiple Selling Unit window opens. 9. If the item qualifies for a bulk discount, then select the bulk rate and press the OK button. 10. The item is added to the BODY of the transaction grid. 11. Repeat this procedure for each item you're selling. Chapter 2: Point of Sale Handbook 2-19

20 STEP 3: TOTALING THE SALE FOR A CASH TRANSACTION 1. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 2. The total amount due appears in a separate window. 3. Type the amount of cash the customer gives you in the cash field. 4. If the amount given you is $5, then input 5 and a decimal point into the Cash field. 5. Press Enter and the Change Due window appears. 6. From here, you can choose whether or not to print an invoice. The default setting is No. Check Store Policy. 7. Your sale has been completed and ready for a new transaction. NOTE: If you were to input a 5 alone but did not include the decimal point, the POS would treat the amount as 5 cents, not 5 dollars. A warning window would appear indicating that the amount entered is less than the amount needed. You would need to Input the remaining amount and press the ENTER key Chapter 2: Point of Sale Handbook

21 STEP 3: TOTALING THE SALE FOR A CHECK TRANSACTION 1. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 2. The total amount due appears in a separate window. 3. When the Total Due window appears, Arrow Down to the Check area. 4. Press the Enter key to type in the default posted amount of the total due into the Check field or type in the amount of the check. 5. In the Number field, the system will prompt you for the numeric check number. For a Check Transaction, this is a required step. Type the check number into the field. 6. Your terminal may be set up to receive ABA numbers. If so, Tab to the field and type them in. Otherwise, just press Enter. 7. If you're required to endorse checks, you'll need to follow your store's check endorsement policy. 8. From here, you can choose whether or not to print an invoice. The default setting is No. Check Store Policy. 9. Your sale has been completed and ready for a new transaction. Chapter 2: Point of Sale Handbook 2-21

22 STEP 3: TOTALING THE SALE FOR A CREDIT CARD TRANSACTION 1. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 2. The total amount due appears in a separate window. 3. If your terminal is setup with Credit Authorization, simply Swipe the bankcard. 4. The purchase amount and card number displays automatically. 5. You'll be required to type in additional customer and card information, and then wait to receive credit verification. 6. If the credit card magnetic strip cannot be read, then you must type in the card number and expiration date manually. To type in the method of payment, Arrow Down to the Bankcard and Number fields to input the information. 7. Press Enter when you're done. 8. From here, you can choose whether or not to print an invoice. The default setting is No. Check Store Policy. 9. Your sale has been completed and ready for a new transaction. NOTE: If the credit card magnetic strip cannot be read, you should also make a manual imprint of the card to keep with your store copy just to prove the card was in your store. Swiping the card too fast is a common cause of not reading the magnetic strip Chapter 2: Point of Sale Handbook

23 STEP 3: TOTALING THE SALE FOR A STORE CHARGE TRANSACTION 1. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 2. Press the Enter key to default the posted amount of the total due into the Charge field. 3. An invoice (or a receipt, based upon the selected customer's account) will print. 4. Ask the customer to sign the invoice. 5. Give the customer their copy and file the remainder of the invoice as dictated by store procedures. 6. The sale has now been completed and you're ready for a new transaction. Chapter 2: Point of Sale Handbook 2-23

24 HANDLING POINT OF SALE RETURNS RETURNING ITEMS WITH ADDITIONAL PURCHASE This procedure would be used when the customer is returning an item(s), but is also purchasing other items at the same time. The credit and the sales can be handled within the same transaction. 1. Scan or Type in an item number and type in the quantity. 2. Do not press the Enterkey. 3. Click the Credit button on the Tool Bar or press the Asterisk key on the keypad. 4. The cursor will stop at the Price field. 5. Confirm the posted price or click the Display button on the Tool Bar or press the Slash key on the keypad to view additional pricing information about this item. The displayed information might include recent promotion, matrix, and/or quantity break pricing. 6. If the cashier has permission, they may override the Price at this time. 7. Press the Enter key Chapter 2: Point of Sale Handbook

25 (Continued) 8. At the Type of Return window, choose one of the following reasons: Return the Item Return for Defective Exchange for Defective 9. It's important that you select the correct Type of Return, as each one has a different affect on the Quantity-on-Hand as well as the Sales and Cost dollar field in Inventory Maintenance. 10. Select the appropriate reason and click the corresponding button in the window or press the corresponding key on the keyboard. R Return the Item Inventory is replenished in item file. When a customer returns an item and simply wants his or her money back, select Return the Item. Since the item is put back on the shelf, this causes an increase on Quantity-on-Hand. However, there's a decrease in Sales and Cost dollars since the customer receives a refund for the purchase. D Return for Defective Inventory is not replenished in item file. If there's something wrong with the item but the customer doesn't want to replace it, select Return for Defective. There's no effect on Quantity-on-Hand since the item does not return to inventory, and again, because a refund is given, both Sales and Cost dollars decrease. E Exchange for Defective Inventory is depleted by quantity being exchanged. If the customer returns a defective item and simply wants a new one, select Exchange for Defective. This would apply to an exact exchange of the item. Replacing the item results in a reduction in Quantity-on-Hand. However, since no refund is required, there's no effect on Sales or Cost dollars. With defective and exchange returns, please check with your store manager to insure damaged items are sent back to the vendor. The dollars you recover from returning these items will help keep your store's margins in control. Chapter 2: Point of Sale Handbook 2-25

26 (Continued) 11. For this example, we'll select Defective, and the returned item is posted in the grid, along with the return type code. If it's a return item, the credit amount appears in RED and an "R" appears in the Codes column. If it's a defective item, the credit amount appears in RED and a "D" appears in the Codes column. If it's an exchange, the credit amount will be zero and a "X" appears in the Codes column. 12. Post/sell/return other items as desired. 13. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 14. Finish the transaction by selecting the method of payment Chapter 2: Point of Sale Handbook

27 RETURNING ITEMS FOR CREDIT Occasionally, customers return merchandise for a refund and do not purchase any other items. When this occurs, you can create a Credit Memo. 1. Click the Credit button on the Tool Bar or press the Asterisk key on the keypad. If the Credit (Kpad *) option is chosen from a blank POS window prior to posting any items, then the entire transaction will be considered a "returned" transaction, or Credit Memo. Hence, every item entered will be automatically considered as a credit return. The cashier will still be required to select the appropriate "Type of Return" for each item. If the customer is only returning items, but not purchasing others within the same transaction, this will provide for a much faster return process. 2. The term Credit Memo will appear in the upper right hand corner of the POS window. 3. The cursor will be in the Customer field. If the customer has a store account, search for the account in the usual manner. Otherwise, press the Enter key to move to the Item (SKU) field. 4. Scan or Type an item number and type a quantity. Press the Enter key. 5. At the Type of Return window, indicate why the customer is returning the item. R = Return the Item (Inventory is replenished in item file) D = Return for Defective (Inventory is not replenished in item file) E = Exchange for Defective (Inventory is depleted by quantity being exchanged) 6. Select the appropriate reason and click the corresponding button in the window or press the corresponding key on the keyboard. 7. Post/sell/return other items as desired. 8. To total the sale, click the Total button on the Tool Bar or press the Plus key on the keypad. 9. Finish the transaction by selecting the method of payment. NOTE: If the Credit (Kpad *) option is chosen from a blank POS window prior to posting any items, then the entire transaction will be considered a "returned" transaction, or Credit Memo. Chapter 2: Point of Sale Handbook 2-27

28 COMMON POS FEATURES SELECTED MENU SHORTCUTS Click the Start Transaction button on the Tool Bar or press the F2 key to start a transaction. 1. On the BODY area with transaction lines, click the Change button on the Tool Bar or press the F5 key to open the Change Item window. 2. The system automatically defaults to the last Line Number added. Type in the Line Number you wish to change and click the OK button. 3. The item is re-displayed in the POSTING Area and the Quantity field will be highlighted. 4. Change the Quantity or Price as necessary and press the Enter key to re-post the changed item into the body of the transaction Chapter 2: Point of Sale Handbook

29 After inputting an item into the POSTING Area, click the Display button on the Tool Bar or press the Slash key to display further Inventory information about the item. If you have scanned or entered an item into the POSTING Area, but you do not wish to add it to the BODY of the transaction, click the Clear button on the Tool Bar or press the F12 key. The Posting Area will be cleared and ready to accept the next item you scan. Click the Promo button on the Tool Bar or press the Control key plus the letter P key to set a manual promo price on an item (similar to the Discount feature). Click the Viewer button on the Tool Bar or press the F9 key to look up items on the inventory file. Click the Void Transaction button on the Tool Bar or press the Shift key plus the F10 key on the keypad to void an entire transaction. You will be prompted as to the reason for the voided transaction and a small register slip will print out. Click the Manufacturer Part Number button on the Tool Bar or press the Control key plus the letter L key to locate item by the Manufacturer Part Number entered. Chapter 2: Point of Sale Handbook 2-29

30 Click the UPC button on the Tool Bar or press the Control key plus the letter U key to locate items by the UPC code entered. Click the Price button on the Tool Bar or press the Control key plus the letter O key to sell an item at a price other than the retail price. Click the Quick Recall button on the Tool Bar or press the Control key plus the letter R key for looking up archived invoices. Click the Clerk button on the Tool Bar or press the Shift key plus the F3 key to allow another clerk to sign on with their own ID/Password. Use the Next & and Previous buttons on the Tool Bar or press the F7 or F8 keys for scrolling purposes. Click the Help button on the Tool Bar or press the F1 key to accesses the help feature Chapter 2: Point of Sale Handbook

31 USING QUICKFIND GRIDS QuickFind Grids are the POS online price books. When posting items on the POS window, QuickFind Grids allow you to easily locate SKU numbers for items or customer services that are not normally tagged with a SKU or bar code (such as selling PVC pipe or charging for Labor or some other provided service). 1. Click the QuickFind button on the Tool Bar or press the F6 key. 2. In the QuickFind window, press the letter that corresponds to the main group you want to display. 3. In the sub-group list (if available), press the letter that corresponds to the sub-group you want to display. 4. The list of items grid displays. 5. In the list of items, use one of these methods to locate the SKU you want: Type the SKU in the Enter SKU field. Press the Enter key to select it. Arrow down to highlight the SKU. The SKU is displayed in the Enter SKU box. Press the Enter key to select it. Use the mouse to click on the SKU. 6. The QuickFind window closes. 7. The selected item will display in the POSTING area. 8. Type in a quantity to add it to the transaction. 9. Complete the sale in the usual way. Chapter 2: Point of Sale Handbook 2-31

32 VOID Void Line Items Line items must be voided one at a time. You cannot type in a list or range of line numbers to be voided. 1. Click the Void button on the Tool Bar or press the F10 key. 2. The Void Item box will display. 3. Type the Line Number you wish to void. The system automatically defaults to the last Line Number added. 4. Click the OK button. 5. The posted Line Number will be altered as ** Item Voided ** and the cost(s) will be subtracted from the transaction sub-total. 6. Depending upon the system defaults, the voided item(s) might not be printed onto the customer's receipt and/or invoice Chapter 2: Point of Sale Handbook

33 Void The Entire Transaction at POS Posting Window Voiding the entire transaction can be done before you total the sale. 1. On the Point of Sale Posting window, click the Void Transaction button on the Tool Bar or press the Shift plus F10 keys. 2. The Void Transaction window displays. 3. Choose one of the following reasons: 1 = Customer Error 2 = Operator Error 3 = Other 4. Click your selection or press the corresponding number on the keypad. 5. A small register slip will print out recording the voided transaction. Void The Entire Transaction at POS Totals Window Voiding the entire transaction can be done after you total the sale. 1. On the Point of Sale Totals window, click the Void Transaction button on the Tool Bar or press the F10 key. 2. The Void Transaction window displays. 3. Click your selection or press the corresponding number on the keypad. 4. A small register slip will print out recording the voided transaction. Chapter 2: Point of Sale Handbook 2-33

34 PRICING Price Overrides This function is used to manually override the price of an item at the time it is sold to the customer. It changes the price to the customer on the current transaction, but does not change the file price in Inventory Maintenance. Unlike a Discount or Promotion override, this may be used when the scanned price (from the Inventory file) does not match the price sticker on the item. 1. Scan or Type an item SKU code. 2. Tab to the Quantity field and type the Quantity. 3. Tab to the Price field and type the new Price, including decimal point. 4. Press the Enter key to post the item to the BODY of the transaction. 5. Depending upon the price entered, the Check Price window may display asking you to "Please verify the price entered is correct." 6. The default is "Yes". If you select "Yes", the item will post with the price you entered. If you select "No", you will be returned to the Price field to make the appropriate changes. NOTE: The cashier must have the proper security to perform this function Chapter 2: Point of Sale Handbook

35 "Slash" Pricing Occasionally, you may wish to sell an item at a special price, such as 3 for $1. UNITY uses the forward slash ("/") when posting these items, hence the term "slash" pricing. 1. Scan or Type an item SKU code. 2. Leave the cursor in the Item (SKU) field. 3. Click the Menu button on the Tool Bar or press the Minus key on the keypad. 4. The Posting Menu (SKU entered) window opens. 5. Click button U or press the U key on your keyboard for Price at 'n for $X, example 3 for $1. 6. The Price at 'n for $X window appears. 7. Type the appropriate Quantity and Price and then click the OK button. 8. The item re-displays in the POSTING Area with the "slash" in front of the Price (example: /1.00). 9. Press the Enter key to add the item to the BODY of the transaction. 10. Complete the sale per store policy. Chapter 2: Point of Sale Handbook 2-35

36 Promotion Pricing a Line Item (manually) Items already priced on promotion will come up automatically. 1. Scan or Type an item SKU code and type in the Quantity. 2. Click the Promo button on the Tool Bar or press the Control key plus the P key. 3. The Type of Promotion box opens. 4. From the selections listed, select 2 for Manual Promo. 5. The Promotion Item window opens. 6. Select from the following options: Promotion Percent Promotion Price Promotion Amount Off 7. After you have typed in your discount amount, click the OK button. 8. The item will post into the body of the transaction with the promotion price and a transaction Code of "P". 9. Complete the sale per store policy Chapter 2: Point of Sale Handbook

37 Discount Line Items Not all items can be discounted. If an item has the "Discountable?" field set to "N" in Inventory Maintenance, you cannot discount the item. 1. Scan or Type in the item SKU code and type in the Quantity. 2. Click the Discount button on the Tool Bar or Press the Control key plus the D key. 3. The Discount Item window will open. 4. You have the option to type in your discounts by: Discount Percent Discount Price Discount Amount Off 5. Press the OK button. 6. The item will post into the body of the transaction with the newly discounted price and a transaction Code of "D". Chapter 2: Point of Sale Handbook 2-37

38 Discount the Entire Transaction 1. Total the transaction. 2. On the Total window, click the Discount button on the Tool Bar or press the Control key plus the D key. 3. The Trade Discount box will display. 4. You have the option to type in your discounts by: Discount Percent Dollars Off 5. Click the OK button. 6. The Total Due will now reflect the Trade Discount, also listed at the bottom of the window. 7. Finish the transaction by selecting the method of payment. NOTE: You cannot give a trade discount for 100 percent. You cannot give a discount greater than the discountable subtotal. Double Discount Warning: Depending on the system defaults, if you give an item a line discount, the system will refuse to give the same item a total sale discount Chapter 2: Point of Sale Handbook

39 TAX Non-Tax Line Items If the transaction is to be charged to a Non-Taxable Customer Account, there is no need to perform this step. The items will automatically post as non-taxable. 1. Scan or Type the item SKU code and type in the Quantity. 2. Click the No Tax button on the Tool Bar or Press the Control key plus the T key. 3. The item will post into the body of the transaction with a transaction Code of "N". NOTE: You cannot use this procedure for any item that is always taxed. A message will display, "No Tax key is not allowed; inventory tax status is always taxable." Taxing a Non-Taxable Item This function only applies to non-taxable items that already have a price defined on the Inventory File. If you should ever have to apply tax to a non-taxable item, simply type a T in front of the Quantity before posting the item to the BODY of the transaction. Chapter 2: Point of Sale Handbook 2-39

40 Changing Line Item Tax Codes If you have Line Item Tax enabled, you can change the tax code for individual items as you sell them on the Posting Window. 1. Scan or Type an item SKU code. 2. Leave the cursor in the Item (SKU) field. 3. Click the Menu button on the Tool Bar or press the Minus key on the keypad. 4. The Posting Menu window opens. 5. Click button 1 or press the number 1 key on your keypad to Change Line Item Tax. 6. The Line Item Tax Code window displays. 7. In the Tax Code box, type the line item tax code you want to use. You must know the appropriate code to use to do this function. 8. Click the OK button Chapter 2: Point of Sale Handbook

41 SUSPENDED TRANSACTIONS If you cannot complete a sale transaction, you can suspend the sale so you can recall and finish the transaction at a later time. 1. On the Totals Window, click the Suspend button on the Tool Bar or press the Control key plus the S key to suspend the sale. 2. The Suspended Transaction s Reference window opens. 3. Type a Reference in the field. A common reference is the customer's last name. 4. If the Suspended Transaction is later invoiced, then this reference will print on the invoice copy. 5. Click the OK button. 6. System assigns a document number and prints a small slip. 7. You may wish to save this slip for easier look up later. NOTE: Suspended sales are not completed until they are finalized (receipts or invoices printed). Inventory and sales data are not updated until the sale is totaled! Chapter 2: Point of Sale Handbook 2-41

42 Retrieving Suspended Transactions Suspended Transactions may also be retrieved using the Menu button on the Tool Bar. Select option A for Recall Suspended Transactions. 1. From a blank POS window, click the Suspend button on the Tool Bar or press the Control key plus the S key to retrieve the suspended sale. 2. The Suspended Transactions window opens. 3. Arrow Down the list to locate the suspended transaction. Having the document number or reference will help you to easily identify the appropriate suspended transaction. 4. Click the OK button to post the transaction to the POS window. 5. Modify the transaction as desired. 6. When finished, click the Total button on the Tool Bar or the Plus key on the keypad. 7. Finish the transaction by selecting the method of payment Chapter 2: Point of Sale Handbook

43 ADVANCED POS FEATURES SAVED DOCUMENT RETRIEVAL This is a handy feature to help your customer recall a saved Order, Layaway, Special Order, Estimate, Raincheck, etc. 1. On the Tool Bar, click the Customer button or press the F11 key to get to the Customer field. 2. On the Tool Bar, click the Menu button or press the Minus key on the keypad. 3. The Header Menu window opens. 4. Click on the option 5 button or press the number 5 key to select View Documents. 5. In the Viewer All Types window, click on the Type field drop down list. 6. Arrow down to the type of transaction that you wish to look up. 7. On the Tool Bar, click the Refresh button or press the Plus key on keypad to refresh the viewer window with the Customer s related documents. 8. In the grid, Arrow Down to the appropriate document. 9. On the Tool Bar, click the Select button or press the F4 key to transfer the contents of the selected document to the Point of Sale window. 10. Complete the transaction per store policy. Chapter 2: Point of Sale Handbook 2-43

44 LAYAWAYS Layaways are used when the item is typically in stock, but the customer needs to spread payments over a period of time. A Layaway is saved in the system, to be invoiced at a later time. Each time the customer makes a payment toward the Layaway, you retrieve the Layaway document and input the amount of the payment (deposit). Creating a Layaway When you create a Layaway, the system automatically creates a Short ID for it using the letters LWY (an abbreviation of "Layaway") and the phone number of the customer. For example, if the customer's phone number is , then the Short ID would be LWY From a blank Point of Sale window, click the Start Transaction button on the Tool Bar or press the F2 key. 2. The Start Transaction window opens. 3. Click the option L button or press the L key on the keyboard to select Layaway. 4. Select a Customer from the store account listing, or press the Enter key to bring up the Cash Customer Information window. 5. Type in information in the appropriate fields. Use the Tab key to move from field to field. 6. Click the OK button when complete. 7. In the POSTING area, scan or type the item(s) to be added to the Layaway. 8. Total the sale. 9. In the Finish Layaway window, select option 2 to Save and Print. 10. In the Enter a Deposit window, you have these options: Accept the posted amount by clicking the OK button Type in a deposit amount. (if you have permission) 11. Finish the transaction by selecting the method of payment. 12. The transaction will be assigned a document number and an invoice will print Chapter 2: Point of Sale Handbook

45 Applying a Layaway Payment 1. From a blank Point of Sale window, click the Customer button on the Tool Bar or Press the F11 key to get to the Customer field. 2. Type a period and the document number. (example: ) 3. Press the Enterkey. 4. The Layaway will be recalled back to the window. 5. The Layaway Menu window opens. 6. Click the option 1 button or press the number 1 key on the keypad to Apply A Payment. 7. When the system prompts, "Would you like to take an additional deposit?", fill in the amount of the payment and click the OK button. 8. Finish the transaction by selecting the method of payment. Completing a Layaway 1. From a blank Point of Sale window, click the Customer button on the Tool Bar or Press the F11 key to get to the Customer field. 2. Type a period and the document number. (example: ) 3. Press the Enter key. 4. The Layaway will be recalled back to the window. 5. The Layaway Menu window opens. 6. Click the option 2 button or press the number 2 key on the keypad to Apply the Final Payment. 7. Finish the transaction by selecting the method of payment. Chapter 2: Point of Sale Handbook 2-45

46 SPECIAL ORDERS Special orders are used to order merchandise you generally don't stock. Creating a Special Order From the POS Window 1. From the Tool Bar, click the Special Order button or press the F4 key on the keyboard. 2. The HEADER area changes to Create Special Order. 3. Select a Customer from the drop down list. 4. If this is a new customer, then press the Enter key to open the Cash Customer Information window. After you fill in the required fields, click the OK button. Fill in the Customer Name and Contact Information fields. Short ID/Reference fields will provide for easier look up later. Other fields may be required if you intend to create a PO for this item. 5. In the posting area, scan or type the item(s) to be added to the Special Order. 6. Special Order is also identified in the Posting area. 7. When finished, total the sale. 8. In the Finish Special Order window, select option 2 to Save and Print. 9. The Enter a Deposit window opens with a predetermined amount. 10. Accept the posted amount by clicking the OK button. If you have permission, you can type in a different deposit amount. 11. Finish the transaction by selecting the method of payment. 12. The transaction will be assigned a document number and an invoice will print Chapter 2: Point of Sale Handbook

47 Creating a Special Order from the Catalog Special orders are used to order merchandise you generally don't stock. However, if the item is available through the Electronic Catalog, then there is an easy way to add it to a special order. 1. From the Tool Bar, click the Special Order button or press the F4 key on the keyboard. 2. The HEADER area changes to Create Special Order. 3. Select a Customer from the drop down list. 4. If this is a new customer, then press the Enter key to open the Cash Customer Information window. Fill in the Customer Name and Contact Information fields. Short ID/Reference fields will provide for easier look up later. After you fill in the required fields, click the OK button. 5. With the Point of Sale window still open, go to the Eagle Browser. 6. Click on Catalog. 7. On the Catalog Find Item window, you can look up the item by: Item Number Description Manufacturer Name or Number Fineline Manufacturer Part Number UPC Code 8. However, if you know the item number, input the SKU in the Item Number field. 9. Click on the Lookup button or press the F6 key on the keyboard. Chapter 2: Point of Sale Handbook 2-47

48 (Continued) 10. From the Catalog Item List window, locate and verify that the item is what the Customer is looking for. 11. Click on the Sell button or press the F11 key. 12. The item information is transferred from the Catalog to the POSTING area at Point of Sale. 13. Type in a Quantity for the special order. Press the Enter key. 14. At this time, you may scan or type in any additional item(s) that the Customer may wish to be added to the Special Order. 15. When finished, total the sale. 16. In the Finish Special Order window, select option 2 to Save and Print. 17. The Enter a Deposit window opens with a predetermined amount. 18. Accept the posted amount by clicking the OK button. If you have permission, you can type in a different deposit amount. 19. Finish the transaction by selecting the method of payment. 20. The transaction will be assigned a document number and an invoice will print Chapter 2: Point of Sale Handbook

49 Completing a Special Order 1. From a blank Point of Sale window, click the Customer button on the Tool Bar or Press the F11 key to get to the Customer field. 2. Type a period and the document number. (example: ) 3. Press the Enter key. 4. The Special Order will be recalled back to the window. 5. Press the Enter key to move the cursor to the POSTING area. 6. Total the sale. 7. In the Finish Special Order window, select option 3 to Invoice this Special Order. 8. The balance of the Special Order (minus the previous deposit) will be presented on the Total window. 9. Finish the transaction by selecting the method of payment. Chapter 2: Point of Sale Handbook 2-49

50 GIFT CERTIFICATES Selling A Gift Certificate Before a Gift Certificate can be sold at Point of Sale, a Gift Certificate SKU must first be created in Inventory Maintenance. (GIFT might be created as a SKU to represent these sales). After the Gift Certificate SKU is created, then the Gift Certificate SKU can be used whether the store uses True Value pre-printed gift certificates or gift certificates that have been designed especially for the store. 1. Fill out the appropriate Gift Certificate with the recipient's information. 2. Select the SKU for "Gift Certificate" in your store (example: GIFT). 3. Type the appropriate amount (price) of the Gift Certificate. This will depend on how the SKU is set up in Inventory Maintenance. It could be set up in fixed amounts see store policy. 4. Press the Enter key to post the line item to the BODY of the transaction. 5. Scan or type in other items purchased. 6. Total the sale per store policy Chapter 2: Point of Sale Handbook

51 Redeeming A Gift Certificate in Full Use this procedure if the total value of the Gift Certificate will be used in the sale transaction. 1. Total the sale. 2. Click the Alternate Tender button on the Tool Bar or press the F2 key on the keyboard. 3. The Additional Payment Types window opens. 4. Select Gift Certificate from the list. 5. The Payment by Gift Certificate window opens. 6. Enter the amount of the Gift Certificate. 7. Click the OK button. 8. Finish the transaction by selecting the method of payment. Note: Redeeming a Gift Certificate also requires the setup of an Alternate Tender before the Gift Certificate can be used. Value Remaining on a Gift Certificate If the gift certificate is for more than the current sale, you will still type in the full amount of the gift certificate as an alternate tender. However, the system will expect to give the "change due" as CASH, rather than re-issue the remaining amount on the same gift certificate. Depending on store policy, you may be authorized to give the customer cash back. If Store Policy dictates that cash cannot be paid out on a Gift Certificate, then, it may be necessary to issue another Gift Certificate using the amount from the "change due" amount from the first transaction. This would have to be done within an entirely new transaction. In that case, no money should leave or enter the cash drawer, but the end of day cash amount should still be even. Chapter 2: Point of Sale Handbook 2-51

52 OTHER ADVANCED FEATURES Importing a Rental Contract This is only applicable for stores using the Solutions by Computer software. 1. From a blank POS window, click the Menu button on the Tool Bar or press the Minus key on the keypad. 2. The No Sale Menu box appears. 3. Click the S button or press the S key on the keyboard to select Import Rental Contracts. 4. Select the appropriate contract from the list to import to the POS window. 5. Total the Sale and select the appropriate method of payment. Alternate Tenders In addition to the usual forms of transactions, Alternate Tenders are designed to represent other forms of payment. Check with your Manager to determine which alternate tenders the store accepts. Examples (up to 6 can be defined): Manufacturers coupon, Gift Certificate, In Store Credit. 1. Total the sale. 2. Click the Alternate Tender button on the Tool Bar or press the F2 key on the keyboard. 3. The Additional Payment Types window opens. 4. Select the appropriate alternate tender from the list. 5. The associated payment window opens. 6. Enter the amount of the alternate tender. 7. Click the OK button. 8. Finish the transaction by selecting the method of payment Chapter 2: Point of Sale Handbook

53 Rain Check When a customer wants to purchase an item you have on promotion but you are out of stock, you can create a regular Raincheck. Regular Rainchecks simply print out the item(s) the customer wants on the receipt printer. 1. From a blank Point of Sale window, click the Start Transaction button on the Tool Bar or press the F2 key. 2. The Start Transaction window opens. 3. Click the option R button or press the R key on the keyboard to select Raincheck. 4. Select a Customer from the store account listing, or press the Enter key to bring up the Cash Customer Information window. Type in information in the appropriate fields. Use the Tab key to move from field to field. Click the OK button to accept. 5. The Rain Check box appears. 6. In the Good Until field, accept the default date or type in a new date. 7. In the Phone field, accept the phone number or type in a new phone number. 8. In the Customer Name field, accept the customer's name or type in a new name. 9. Click the OK button to continue. You are returned to the POSTING area. 10. Enter the Item number(s) to be added to this Raincheck. 11. Click the Total button on the Tool Bar or press the Plus sign on the keypad. 12. The system will prompt if you wish to print a duplicate Raincheck receipt. 13. Select Yes to have a store copy and a customer copy. NOTE: Regular Rainchecks are not retained by the system. They will need to be added manually to a current PO for ordering and rung up like any other sale at the time of pick-up. Chapter 2: Point of Sale Handbook 2-53