Chapter 28. Poi nt of Sale But. FrontDesk v Point of Sale Menus. Voiding Invoices. Redeeming Gift Certificates. Revised on: 06/10/2009

Transcription

1 Chapter 28 Point of Sale FrontDesk v Point of Sale Poi nt of Sale But tons Point of Sale Menus Opening and Closing Register Drawers Making a Sale Voiding Invoices Reprinting Receipts Selling Gift Certificates Redeeming Gift Certificates Revised on: 06/10/2009

2 Point of Sale Point of Sale may be used to sell inventory items as well as various packages for services such as tanning, lockers, and daycare. The Point of Sale application is the main application for tanning facilities. Any other type of facility will use Check-In as their main application. To open the Point of Sale program, click on the Point of Sale Shortcut in the AAC Front Desk System Shortcut folder located on the computer desktop. It may also be opened through the Front Desk Menu in AAC Check-In. Inventory Items have to be entered into the Front Desk System before a sale can be made. To learn how to enter inventory, refer to the Inventory file. Remember: If tax is to be charged for Point of Sale Transactions, set this tax rate in the Front Desk Configuration Pro gram. Choose Tax Rate 1 for both Contract Sales and Point of Sale Transactions or Tax Rate 2 if the Point of Sale Rate is different than the Contract Tax Rate. The tax rate (1, 2, or none) is set per item in the Inventory Manager application. Figure Figure

3 Point of Sale options must be set up before use. To do this, click on the Options Icon located at the top of the Point of Sale screen. Figure General Options Quick-Scan Mode: Only a quantity of one will be entered when the item is scanned for the sale. Non-Member Mode: The member selection will be skipped at the top of the screen and the cursor will automatically be on the inventory item section. Clear Sales Id on Reset: After the sale is made, the employee id will be cleared out so the next sale can be attached to the proper employee. Use Default Payment Method on Reset: Select a default payment method (i.e. cash, check) and the system will enter that payment method automatically. The payment method may still be changed at time of sale. Warn When Inventory Items Reach Order Level: If the receiving tab is used in inventory, use this option to receive a message when an item needs to be reordered. The receiving area will have to be edited when more of the item(s) is obtained. Always Ask Before Printing a Receipt: Upon every sale, a prompt window will ask if a receipt should be printed. Default Item for Upgrades: A default upgrade item must be created for bed upgrades. Create the item in the Inventory Manager and then select the created item in this section. Default Item for Gift Certificates: Select a default inventory item for gift certificates. Default Item for Account Payments: Select a default inventory item for on account payments. 415

4 Receipt Setup Figure Printer Type: There are three choices for Point of Sale receipt printing: 3 inch receipt printer, a windows printer, or no printer at all. If a 3 inch printer will be used, choose the port in which it is connected to. Port: The port is normally a LPT1 or LPT2 port. Use whatever port the printer connects to on the computer tower. Both can be tested by choosing each port and clicking on the test settings button to the right. If the correct port is selected, a test page will be printed from the selected printer. EOL (End of Line): LF is the best setting visually. However this setting may be changed if necessary. AutoCut: Select this option if the printer being used cuts the receipt after printing. If the receipt has to be torn off by a person, do not check this option. Roll Up: Default for roll up is 7. It is the best setting visually. However this setting may be changed if necessary. Test Settings: Click on this button to test the current receipt printer settings. Number of Copies to Print: Choose how many copies of the sales receipt will be printed. Use Shaded Boxes: Use shaded boxes in the heading of the receipt. Use Custom Layout File: Specify a created receipt layout to use other than the standard AAC Receipt Layout. Click on the Save Setting Button when finished to retain the current settings or cancel to exit without saving. The Restore Defaults Button will reverse all POS Options to their original default settings. 416

5 Cash Drawer Setup Figure Yes, I have one: If this box is checked, a cash drawer will be used with Point of Sale. Port: Port is required if the cash drawer is not a USB cash drawer. If it is attached to a 3 inch receipt printer, the port will be the same as the receipt printer port. The ports will have to be tested if the cash drawer is not USB and is directly connected to the printer. Code: Default setting is 7. This may need to be changed depending on the computer and cash drawer settings. Delay: This setting will determine the delay in seconds before the cash drawer opens. Default is 0, but it may set it for longer if needed. USB Cash Drawer Type: Choose this option if a USB cash drawer will be used with the Point of Sale application. This option will only be available if a USB cash drawer is connected to the computer. The system will detect it. For further assistance contact Technical Support. Restore Defaults: Restores AAC default Point of Sale options. Save Settings: Click this button to save changes to the Point of Sale options. Cancel: Cancel out of the options screen and forgo any changes that have currently been made. 417

6 Point of Sale Buttons Make Sale: The make sale icon located at the top of the Point of Sale screen is used to finalize a sale to a member or customer. After all items have been entered click on this icon. The payment screen will open for the payment method to be selected. As long as the cash drawer and receipt printer are set up, the drawer will open and a receipt will print out. Open: This icon will pop open the cash drawer without a sale having to be made. Reset: Use this button to cancel the current sale and reset all sections of the Point of Sale screen. Log In: Log an employee into the Point of Sale application. Each time an employee logs into the system their security is applied to the whole application. Make sure an employee with lower security is logged in so anyone accessing the computer can only perform limited functions of the software. When an employee is logged in, their id will be attached to each sale done while they are logged in. The sale id may be changed manually. Options: Click on this icon to set up the Point of Sale application options. Customers: This icon will open the customer manager. Inventory: Shortcut to the inventory entry screen. Use this shortcut to add, edit and delete inventory items as well as their defining categories. It may also be access through the configuration menu by clicking on inventory. Use Package: View package that members and/or customers have purchased as well as check members and/or customers in for package use. 418

7 Point of Sale Menus Use the Point of Sale menus to maneuver between aac applications and various front desk software functions. Figure File Menu Use the File Menu to access AAC Front Desk System Data Functions and also to log and clock in employees. Figure

8 AAC Data Transfer: Update data from AAC for AAC Billed Members. Backup/Restore Data: Create backup files of AAC Front Desk System data on various sources and restore backup files if necessary. Remember to always call AAC Technical Support before restoring a backup file. Maintain Data Files: Perform various tasks on system data files. Log In Employee: Log an employee into the system. Clock In Employee: Clock an employee into the Employee Time Clock. Employee Fingerprint: Enroll, verify or delete an employee fingerprint. The Fingerprint Identification Module as well as License and fingerprint scanner is required to use this function. Please call AAC and ask for Business Development for more details. POS Menu Use the POS Menu to perform basic Point of Sale functions as well as to open and close cash drawers. Figure Make Sale: Complete a Point of Sale transaction by choosing this option. This will allow payment information to be entered to finalize the sale. Void Sale: Void a transaction entered in Point of Sale. All invoices will be listed and grouped by member name. See below. 420

9 Figure After choosing the invoice to be voided, the system will prompt to make sure the invoice being voided is correct. Click yes to void the invoice or no to cancel. Figure Open Drawer: Open the cash drawer without performing a transaction. Reprint Receipt: Reprint a receipt for a member transaction. Choose this option in the menu and then choose the invoice that needs to be reprinted. See below. 421

10 Figure Open Register: Open a register for use during the day. Remember to create each register before opening it. This can be done in the Configuration Drop-Down Menu in the Reference Section. Reset: Cancel the current sale and clear the screen for new entry. Point of Sale Options: Change basic program options, setup the receipt printer, and setup the cash drawer. This is the same as clicking on the options button on the tool bar. Settle On Account Pmts: For use with the Fast Cash Module. Please call AAC Business Development for more information. Virtual Terminal: Edit settings, transactions and run batches if running credit card processing through the AAC Front Desk System software. 422

11 Member Menu The Member Menu may be used to view and change various information on Front Desk System members. Figure A. Contract Information: Opens the member information application. Use this application to view and edit member contract information B. Customer Manager: Opens the Customer Manager application. Use this application to view and edit customer information. C. Video Imaging: Capture a member s picture through point of sale and attach it to the member s account. The picture will appear when the person checks in and also when their account is pulled up in the AAC Point of Sale Application. The video imaging module must be turned on to use this function of the software. Call Business Development for information on the video imaging module. D. Customer Fingerprint: Capture a member s fingerprint for checking into the program. The Fingerprint Module must be turned on to use this program feature. Hardware is also required. If interested contact Business Development to go over pricing and hardware requirements. E. View Contract: This function is not available at this time. F. View Notes: Member notes may be entered through this shortcut. The system can be set up to display member notes when the member checks in as well. G. Batch Transactions Entry: Enter multiple payments at one time that have been collected at the facility. This option may be used for in-house and AAC billed accounts. It will save time by not having to pull up each member individually through the transaction window. 423

12 H. Transactions: View a member s payment history along with account balance information. Member payments can be posted from the transaction screen also. I. Generate Invoices: Allows you to create new invoices for a specific date range or to issue replacement invoices. To use this function first you select the invoice type and set your date range, then click the get list button. Next you can preview the entire list, select print on letterhead or print labels for the invoices. J. Attendance History: View the check-in history of a particular member for the term of their agreement. K. Contract History: View a particular member s contract history. L. Sales History: View the entire Point of Sale transaction history for the term of a member s agreement. Figure M. Edit Package: Edit or delete a package attached to a member. N. Use Package: Check a member in for package use. O. Tanning Bed Status: View the status of all tanning beds. Beds are represented by colors chosen in the Equipment Manager. Colors are also used to show when a bed is in use, dirty, or available. Before the Bed Status screen may be used, the timers must be set up through the Point of Sale Application. 424

13 Reports Menu The Reports Menu provides access to all AAC Front Desk System reporting features. These reports can be accessed through this menu: attendance, cash drawer, employee, martial arts, personal training, sales analysis, and sales reports. The AAC Document Printing, Label Maker and Member List Applications are accessible as well from this menu. All of these functions are discussed in detail in another section of manual. Figure

14 Configuration Menu Access all AAC Front Desk System setup applications through the Configuration Menu. This includes employee entry, inventory entry, contract template creation, bank routing number and zip code information, and group and class setup. The Time Clock Manager may also be accessed from this menu. Figure Front Desk Configuration: can be used to enter Corporate and DBA information, set up data paths, set up security for employees, and to change AAC program options. Employee Menu: provides access for adding new employees, editing employee information, creating employee messages, access the employee time clock manager, and the use of the statistical data section if so desired. Figure

15 The Inventory Menu provides access to inventory information. Use this menu to add categories, setup equipment, add inventory items, enter and pull receiving reports and maintain a list of vendor information. Figure The Members Menu provides access to class setup, contract template setup, fast cash, group setup, and martial arts rank setup. Figure

16 The References Menu will provide access to bank and zip code databases for installation and viewing purposes. Figure To access other AAC Front Desk System applications, use the FrontDesk Menu. Figure

17 The Help Menu may be used to access the help index as well as on-line technical support. Figure

18 Opening and Closing Register Drawers Each cash drawer in the facility may be set up in the software to be opened with a beginning balance and cashed out every day. See below. Register Drawer Setup 1. Open the AAC Point of Sale Application and click on the Configuration References Register Drawer Setup. Figure Set up each cash drawer in the Cash Drawer Setup screen. Click the Add Button to create a new drawer. Enter an ID Name or Number for the new drawer and a description. If on AAC Terminal Services, choose the location if there is more than one facility. Then click the Save Button to finish setup. If you have more than one cash drawer, repeat these steps for each cash drawer that will be used. Figure Close the Cash Drawer Setup after all cash drawers have been created. 430

19 Open Register After the drawers have been setup, click on the POS Drop-Down Menu and choose Open Register. This will allow an opening balance to be entered for each cash drawer. Figure Choose the drawer to be opened and enter the starting balance of the drawer. Then click the Open Register Button. Figure The system will confirm the drawer and the amount after the Open Register Button has been selected. Click Yes to open the drawer and No to cancel. Figure

20 Counting the Drawer for Closing Before you close the register for the evening, you need to count the drawer and record the total in the POS software. From the POS Menu, select Count Drawer. Enter correct count of all bills, change, check, and credit card transactions in this application. A total will be calculated for the drawer. After all information has been entered, click on close to close out the drawer. Figure Z-Out the Register Use this function to compare the drawer balance against the beginning balance and transactions through the drawer for the day. If the information entered during the close drawer process was correct, everything should balance out and the Cash Over/Short section will show zero. Figure

21 If the drawer is over, a positive amount will show in the Cash Over/ Short section of the Z-Out window. If the drawer is under, the amount of money will appear in red as a negative number in the Cash Over/Short section of the Z-out window. DRAWER OVER DRAWER SHORT Figure Click on the Post Button if everything is correct. Otherwise the Cancel Button may be selected to review entry. Figure After clicking on the Post Button, two prompts will appear. The first will ensure that the drawer should be posted, and the second will ask if a Reconciliation Report should be printed. Choose Yes to post the drawer and Yes if a report is desired. Figure

22 Choose the printer to use for the Reconciliation Report and click OK. Figure Making a Sale Make sure that inventory categories, items, and packages have been created before making a sale. Inventory is covered in a separate section in this manual. Also ensure that all options have been set correctly. To make a sale, follow the steps below: 1. Select a customer if a customer is making the purchase. To do this click on the Locate Customer Button and choose the customer from a list of customers in the AAC Front Desk System. If the person making the purchase is not a customer, skip to step 2. Figure

23 Figure Select the item(s) that are being sold. Click on the locate item id icon to view a list of the available inventory items. Figure After the first inventory item has been chosen, choose the quantity of the item to be sold. The quantity and price may be edited before the item is added. 435

24 Figure A regular discount may be set per item sold. The member discount is set up per item in the Inventory Manager. Figure

25 5. Once the quantity, price and discount have been chosen for the item, click add item to add it to the sale. To add more items at this time, follow steps 2 through 5 for each additional item being sold. Figure Once all items have been added for the current sale, click on the Make Sale Button to enter payment information. Figure

26 7. The system will automatically fill in the sale amount. Split payments may be entered in this screen if the customer uses multiple payment methods. Choose the payment method and enter a reference number if desired. If the customer provides a higher amount than the sale amount, enter that amount in the Amount Received Section. Click on the Complete Button to finish the transaction. Figure To remove a payment after it has been added in the Point of Sale Payments Screen, double click on the payment in the grid and choose yes on the prompt window that follows. Figure If the customer provides multiple payments, a split payment may be recorded. Enter the first type of payment just as shown above. After entering the amount received and clicking the Add button, follow the same steps as above to add the second form of payment. Click the Add Button once again. After all payment information has been added, click on the Complete Button to finish the transaction. 438

27 Step 1 Step 2 Step 3 Step 4 Figure

28 Voiding Sales Sales in the AAC Point of Sale are recorded and kept track of by invoices. Each invoice has a specific number that is associated to it for identifying purposes. Sales may be voided in the system any time after the sale has been made. Open Point of Sale, select the POS Menu and click on Void Sale to void an invoice. See below. Figure Choose the invoice that needs to be deleted by typing the last name in the search window. Figure A prompt window will open asking if the invoice should be deleted. Click on Yes to delete the invoice. Choose No to cancel. Figure

29 Reprint Receipt To reprint a receipt from an invoice, open Point of Sale and click on the POS Menu. Choose Reprint Receipt. Figure Choose the invoice number of the receipt that will be printed by typing the customer s last name into the search window. Then double click on the name or click on the Select button. Figure The receipt will be printed on the receipt printer. 441

30 Selling Gift Certificates in Point of Sale To sell a gift certificate in Point of Sale, three processes are involved. First, the gift certificate item must be created. Second, the default gift certificate item must be selected in the POS Options. Finally, the certificate may be sold in Point of Sale. Process 1: Adding the Item Open Point of Sale and click on the Inventory button located at the top of the screen. Figure Add a new inventory item in the Inventory Manager by clicking on the New Record Button. Figure Enter the Id, Description and Category. Then Save the record. 442

31 Figure Process 2: Setting default gift certificate item in Point of Sale options. Open Point of Sale and click on the Options Button. Figure

32 On the General Tab check Default Item for Gift Certificates box and then choose the Gift Certificate Item. Figure Process 3: Sell the Gift Certificate. Step 1: Choose the customer purchasing the gift certificate. Figure

33 Step 2: Choose the gift certificate item. Enter the Quantity and Amount and click on the Add Item Button. Figure Step 3: Click on the Make Sale Button. Figure

34 Step 4: Enter the payment type, amount and click the Add button. Figure Step 5: Click on the Complete button and enter the gift certificate id number for redemption. Then click on the OK Button. Figure

35 Redeeming Gift Certificates in Point of Sale When a member or customer is redeeming a gift certificate in Point of Sale, it is a form of payment. The Gift Certificate Number will be needed. Choose the customer and add the appropriate items. Then click on the Make Sale Button. In the payment type, choose gift certificate. Enter the Gift Certificate Number and then click on the Add Button. Figure A prompt will open showing the Certificate Balance. Click on the OK Button to continue with the payment. Figure Click on the Complete Button finalize the sale. Figure