Chapter 10 Daily Operations Invoicing. 1. Introduction...390

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1 385 Chapter 10 Daily Operations Invoicing 1. Introduction What is an Invoice and why is it important in Revelation Setting up Currency (Forex Clients) Setting the Currency Reminder Pre - Invoice Menu Process & Print Invoices Process & Print After Process Invoice to Disk Select another Printer Set Layout and Invoice Messages Layout Message Message Terms Message Exit out of the Pre-Invoice Screen Document number Information Screen Invoice Options Menu Debtors Invoices Call-up and existing Customer s Account (Normal and COD Debtors) Customer Information Screen Delivery Address Selection Screen Main Invoice Screen Address Details (info Display / Input Prompt) Customer Postal Address (Display Screen) Delivery Address Delivery Method Sales Invoice Details Vat Number Prompt (Input/Info Display) Account Number (Info Display) Vat Excluding/Including (Input/Info Display) Invoice Date (Input / Info Display)...405

2 Order Number (Input / Info Display) Importing an Order or Back Order into the Invoice Importing a Pro-Forma Invoice into the Invoice Importing a Quote into the Invoice Invoicing Serialised Items (Enterprise/Empire Only) Rep Code (Input / Info Display) Credit Limit (Info Display) Trade Discount (Info Display) Payment Terms (Info Display) Invoice Main Body Information Stockcode (Input Prompt) Other Stockcode Search Keys (F-Keys, Barcode/Down Arrow) Special Codes (Input Prompt) Description (Input / Info Display) Product Pricing (Input / Info Display) Tax Code (Input / Info Display) Quantity (Input) Line Discount ( Input ) Line Total (Info Display) Post Invoice Body Information Overall Discount (Input / Info Display) Freight Amount (Input / Info Display) Goods Value (Info Display) Discount Total (Info Display) Freight Total (Info Display) Vat Total (Info Display) Total Due (Info Display) Total Profit (Info Display) Printer (Selection Option) Finish/Save Amend Narration Cancel...421

3 Post-Invoice Screen Print a Duplicate Invoice Process a New Invoice Process a Cash Sale Process Cash Received for invoice just processed Print a Duplicate copy of this Receipt Process a New Invoice for another Debtor Process a Cash Sale Process/Print a Cash Receipt for a Debtors a/c a copy of this Receipt to the Client Process new invoice for the SAME Debtor Print a Delivery Note / Packing Slip for this Invoice Print a Delivery Note to Another Printer Process/Print a Cash Receipt for a Credit of a Debtors Account a copy of the Invoice to the Client Debtors Credit Notes Post Credit Note Screen Print a Duplicate copy of this CreditNote Process a New Invoice from another Debtor Process a Cash Sale Process another CreditNote to the same Debtor Process another CREDIT NOTE Process/Print a Cash Receipt for credit of a Debtor s a/c a copy of this CreditNote to the client Cash Invoices Delivery Details Cash Sales Details Cash Invoice Main Body Information Post Cash Sales Body Information Tender Prompt on Save Cash Cheques Credit Cards...434

4 EFT s Voucher Other Tenders Mixed Tender Cash Refunds Cash Receipting on Debtors Accounts Reprinting Invoices Reprinting (or ing) Invoices via a Number or Range of Numbers Reprinting Invoices via a Debtor s Account lookup Reprinting Cash Invoices from the Cash Till Account Reprinting a Date range of a Debtor s invoices ing a date range of a Debtor s invoices Reprinting and Invoice, using an Order Number Reprinting a Debtor Receipt Pro-Forma Invoices Line-up Invoices Cash In/Out of Till Cash Out Cash In Till Options Cash Up Swap User / Shift Change Swap Warehouse Select Another Printer Lock Down Terminal Import Sales Order into Invoice Point-of-Sales Touch Screen POS The Selection options Screen New Cash Sales Sales Screen Barcode Lookup Stock Search...463

5 PLU Lookup Selecting the Category Banks Selecting the PLU items Extra Options Voiding a Sale Finishing a Sale Tender Screen Debtors Account Cash Refund Process Debtors Payment Cash IN or OUT of Till Print Till Totals / Cash Up Reprint the Last sale Switch to another Cashier Lock Super Market POS Review Attention Tip Hot Tip Warning! Smarties Bright Sparks

6 390 1 Introduction Invoicing forms the last part of the circle of business. This process books out the stock and or service from your company s books and in turn replaces then with monies owed to you by your client. Depending on the agreed terms, the client is supposed to pay you on or before a specified date. There are many types of invoices in the industry, each with its own rules and terms. Good examples of invoices would be rental, service or sales Invoices. Although a Pro-Forma invoice is not really an invoice, we have provided for them in our package and will be discussing them later on. Processing a Sales Invoice to a Debtor Click on Sales Invoices / CR. Notes on the Quick Access Menu. Choose your printing options and click OK. Click on Debtor Invoices. Select your Customer and click on Select. Select the Delivery address and click Select. Confirm the Vat Number and press Enter on your keyboard to move to the next field. Confirm the Invoice Date.

7 391 Type in the customer s Order Number or click on the Down Arrow to import a Quote, Sales Order or Pro Forma Invoice and click Select. If no Order number is available, press Enter. Click on the down arrow and select a Rep code. In the body of the Invoice under the Stock code field, click on the down arrow or type in the first letter of the stock code e.g. L for Laptop. Now choose the correct stock code and click Select. Fill in the Quantity and Line Discount, if any and press Enter. Click on Finish. Fill in Overall Discount and Freight amount (if any). Click on Save. The Invoice will now be processed. Select another option or escape to the main menu. The Invoice can be viewed from the Debtor s Record in the Super Menu click on Transactions at the bottom. Choose the correct transaction then double click or click on Details. It can also be viewed from the Stock record in the Super Menu click on Transactions at the bottom. Choose the correct transaction then double click or click on Details. 2 What is an Invoice and why is it important in Revelation An invoice (an account receivable bill) is a legal document (Contract), issued by a seller to a buyer. This document specifies among other, the products, quantities, and agreed prices for products and or services the seller has provided the buyer. If you are a Vat vendor for the Receiver of Revenue, the invoice also specifies the amount of tax that you are collecting on behalf of the receiver. The signed invoice specifies the terms and conditions of the sales agreement as well as the payment terms. Depending on is you are a seller or a buyer, invoices are either know as a Sales Invoice or a Purchase/Supplier Invoice. To qualify as an invoice, the following must be stated on the document: The word invoice or if the invoice is subject to Sales Tax, Tax Invoice (or these days Computer Generated Tax Invoice, In the event that the invoice as generated by a computer software package). A unique reference number (in case of correspondence about the invoice). This number may not be repeated in a financial cycle. Good practice dictates that a reference number should not ever be repeated in a five year cycle. Date that the invoice was produced.

8 392 If the Invoice is Subject to VAT or GST, a Special column should be provided per line item as well as at the bottom of the invoice to indicate the total TAX payable. In most cases, Forex Invoices are NOT subject to Sales Tax. Full Legal Name and contact details of the seller. Tax or company registration details of seller (if relevant). VAT Number Name and contact details of the buyer as well as their VAT Number (If above the tax claim threshold). If the goods or Service were delivered on a delivery note, date that the product was sent or delivered (with reference to the delivery note). This is usually done with a Sales Order Purchase Order number (or similar tracking numbers requested by the buyer to be mentioned on the invoice) Description of the product(s) Delivery Address. Unit price(s) of the product(s) (if relevant) Total amount charged (optionally with breakdown of taxes, if relevant) Payment terms (including method of payment, date of payment, and details about charges for late payment). Additional Information may include the Reps Code, Clients Account number as well as the Sellers Banking Details and /web address.

9 Setting up Currency (Forex Clients) As part of the Enterprise and Empire Builder packages, Revelation allows sales and purchases in Forex. Before any invoice may be processed to a Forex Customer, it is necessary to set the rate of exchange for this transaction. Revelation will use this rate in order to convert the sale into local currency. This is required in order to balance the Trial Balance and Debtors Age Analysis. Revelation and amend the Currency that you are going to invoice. will allow this rate to be amended or re-valuated from time to time as required. To change the Forex Currency for this transaction, go to System Setup Options >> Setup and System Maintenance >> System Preferences. Now look for Tip: Revelation caters for up to 12 Foreign Currency s. Tip: Empire Builder caters for Forex Bank Accounts by default. This option may be purchased for Enterprise. The rate of exchange is now captured together with the information of the actual invoice. To view this information after the invoice was captured, call up the invoice via the Super Menu and then click on [Ledger Details].

10 Setting the Currency Reminder In order to be reminded about the currency that should be changed before a Forex Invoice is produced; you may set a Pre-Invoice Reminder per user. Tip: Authorised users may amend the exchange rate from the reminder screen. This must only be done if the user is fully aware of the consequences. To set up the reminder, go to System File Updates >> Setup and System Maintenance >> User Preferences. Now look for the General tab. Tick the option to Remind user to check Currency Exchange Rates. 3 Pre - Invoice Menu You may access an invoice from any of the following menu screens. From the Quick Access Menu, click on the [Sales Invoices/Credit Notes] button. You may also access the Invoice module from the top Dropdown Menu, by clicking on Postings >> Print Sales Invoices. If you have the Navigator switched on, click on [Customers] and then [Daily Options]. Now look for and click on [Print Sales Invoices (and Cash Sales). See: Setup and System Maintenance (Chapter 26), for more information on this. Using the Power Bar, you may also customise your own set of buttons to access frequently used functions such as Sales Invoices. Click on the Yellow question mark and then follow the steps. Once done, you simply click on the button created.

11 395 Once you access the Sales Invoice option, you will be presented with the Invoice selection Pre- Invoice Screen. 3.1 Process & Print Invoices This option takes you directly to the main Invoice Selection Screen. From here you will choose to either produce Invoices, Receive Cash from Customers (Receipts), Reprint and Old Invoices, Book cash in and out of the Till, do cash up s or Import and convert Sales Orders to Invoices. 3.2 Process & Print After Using this option, you may achieve the same as option 3.1.; however, by default the printer will NOT print a document after the invoice was produced. This is done in environment s were paperwork is not critical. Once you have produced the invoice, you will be given the opportunity to print the document AFTER the transaction was completed by clicking on the Print a Duplicate copy of this Invoice in order to produce the original of the document. Depending on you setting, hitting this option a second time will produce a Copy invoice.

12 Process Invoice to Disk Although not used much anymore, this option will produce an electronic file of the invoice you are about to process. This option is mainly used to produce a faxable or file. We recommend that you rather setup and use a PDF Printer to produces these documents. By default, when installing a new Revelation, NovaPDF is installed by default. Visit our website in order to download a copy of the latest NovaPDF file at If, however, you prefer to create an electronic Invoice, simply choose the explorer path were you would like to save the invoice. Now give it a unique name and file extension. Usually it will be the invoice number followed by.txt. This will create a text (NotePad or WordPad) document (e.g txt). You may now use the file accordingly. On the main Selection screen, Revelation will indicate the path were the file will be stored as well as the name allocated to the file. 3.4 Select another Printer Option 7 will indicate which printer and layout files will be used to produce the invoice. You may now change the Printer to another printer. A good example would be were you would rather like to produce a PDF invoice that may be saved to file rather that printed. Simply choose the Print Quality and Printer to be used and then click on the [OK] button. You will now be returned to the previous screen. Tip: to FAX this invoice directly to the client, ask your Dealer or IT department to setup a fax Printer in the selection list. Now simply use this option and select FAX instead of a Printer.

13 Set Layout and Invoice Messages From here you may either change the look of the invoice or the messages that you would like to appear in the body of the invoice. Different media has its own message requirement and Revelation caters for this Layout This option assumes that you have different layout files that you have created. You may for instance have many division s within your existing business and you would like each division to fly their own flag, so to speak. When invoicing for the different divisions, simply select the correct layout file (each with their own unique logo and layout) that corresponded with that division. Revelation will now use the newly selected layout to produce this invoice. Note: Once the invoice is complete, Revelation will default back to the layout that is specified in the Doc.Layout setup option under Terminal Preferences. If you would like to permanently change the layout to a different layout, rather change it using the Terminal Preference setting. Hot Tip: Use the Layout Designer to customise your own layout files (Complete with its own custom Logo). See: Chapter 26 >> Terminal Preferences for more information on this Message If you are using a Default Revelation Layout (as opposed to a Custom layout file), you may use this option to change up to 6 Message lines at the bottom of the invoice. Again depending on the layout used, you may or may not be able to print all six the message lines. Use these lines to insert information such as terms and Banking details. We recommend that you rather use the Layout Designer to create a Custom layout that will suit your company s requirements.

14 Message Whenever Revelation s an Invoice or a Statement, it prepares the Invoice or Statement as n PDF document and places it on a standard as an attachment file. The actual however, has a very basic message and description. NOTE: If you use the option to input a message to go with the CURRENT invoice, which takes precedence. In order to input your own message onto this standard , use this option to type up to 150 Characters to be placed on the outgoing e- mail messages. This message will stay in place until it is replaced or deleted. Tip: When using the option after the invoice was produced, to send the . Rather click on the option Input a message to appear in body to attach messages, as it allows for substantially more character space Terms Message This option allows you to change the terms and conditions messages for the intended invoice. Only certain layout files may be used when using terms and conditions. Try using the PLAINCPA.WIN layout. Also, you must be in letter quality in order to use this feature.

15 399 You may spesify up to 12 Lines of additional information that may be printed at the bottom of the invoice (Depending on the layout you have opted to use). Tip: Depending on the amount of lines you require, we recommend that you design your own layout file using the Layout designer found under Terminal Preferences. 3.6 Exit out of the Pre-Invoice Screen This option exits you back to the Pre-Invoice screen. 3.7 Document number Information Screen The bottom half of the Pre-Invoice Screen gives information such as the next available Invoice, Cash Sales, Credit Note and Refund number. It also indicates the layout and printer selections. Due to the potential high number of users that may be invoicing simultaneously, the document number is only allocated to the document on completion. The information here only indicates the next available number set.

16 400 4 Invoice Options Menu Once you click on the Process Invoice option above, you will be presented with the following main invoice selection screen. From here you may choose the correct option required. 4.1 Debtors Invoices Use this option to create Sales Invoices for goods and services rendered to Clients that have an account with you. It is important to note the difference between a Cash Invoice and a Debtors Invoice. You only use a Cash Invoice when the client actually pays you for the goods on-the-spot If they want to pay for the items on any other time (Before or After), you should treat them as a Debtor. Rather open a Debtors Account Called C.O.D or Cash Sales. You should mark this as a Cash Only account. See: Chapter 5 on how to create a new Debtors account Call-up and existing Customer s Account (Normal and COD Debtors) Clients that deal with you on a regular basis will have a Debtors account with you. Calling up an existing account can be done in three different ways. (See: Chapter 4, for more info on this). Tip: Remember that not all account clients have credit limits. To make sure you can keep record of all the sales to clients, open an account for all customers, but mark them as Cash only. See: Chapter You will now be presented with the search engine again. You may also choose to cancel the quote at this stage by clicking Cancel.

17 Customer Information Screen Depending on the setting under the User Preferences, you could or could not be presented with the Debtors Master Record Details and Notes. This is a very handy option as it allows the user to access as well as inform the client of potential issues that may delay the processing of the Invoice. (The client may be near the credit Limit, or overdue on payment). WARNING: If the client has access to this screen, they may notice unfriendly notes that could jeopardise your client relationship!? E.g. John is a bad payer, make sure he does not get discount. Either make sure the notes are friendly or out of sight. Tip: To disable this screen, from User Preferences >> Invoice, un-tick the Display full Debtors details during invoice/quotes option. Now clicked on the [OK] button. You will be presented with the main Sales Invoice screen. Depending on the Status of the client, you could also be presented with additional information such as if this is NOT an active client, or that this account is on hold due to OVERDUE alerts and would require a Supervisor Override, if the Supervisor Password is active. Frozen Account Status Overdue Payment Status Delivery Address Selection Screen The transaction is now at a stage were specifics must be inserted. You may now either select the required Deliver address, or, if not present, [Add], [Edit] or even [Delete] delivery addresses from here. Invoices that are going to be collected by the client can be marked as such by clicking on the [Collect] Button.

18 Main Invoice Screen You may now process the actual invoice details. The Main Invoice page Displays all the information available, some of the information presented will be pure information views, where-as other tabs may be edited. Use either your mouse, Enter key, Tab Key or the down arrow to move between tabs. Tip: The following screen explanations are split into Info Display Screens, Input Prompt Screens or Both. The Info Display Screens display pre-defined information such as Account Numbers were as the input Prompt screen may have pre-defined information in them, but you may change the information to suit your invoice Address Details (info Display / Input Prompt) This info Display screen displays the current Sales Invoice customer details. Make sure that you are invoicing the correct customer. In many cases incorrect selections have led to major discrepancies with nasty consequences such as goods that have to be returned at your expense or even loss of clients due to unreached deadlines. This is often the case in larger organisations where the possibility exists that clients could have similar Names Customer Postal Address (Display Screen) These days, most mail is handled by . If however you still make use of traditional mail, confirm that the Postal address stated in this section is correct Delivery Address The Delivery address is selected when entering into the Sales Invoice, however, you may change the address at this time by clicking on the down arrow and selecting a new address.

19 403 This will give you the following choice selections that you may insert: The top part of the selection screen will indicate existing delivery addresses that you may click on and then press the Select Button (5). If you or your clients require the goods to be collected from your premises, click on the Collect button (1). This screen will also allow you to maintain your customer s details by allowing you to remove old or unwanted delivery addresses. Simply click on the address that you would like to remove and the click on the Delete button (2). The same goes for delivery address that you would like to update. By clicking on the Edit button (3), you will be given the opportunity to modify the chosen delivery address. Once completed, click on the [Save] button. If you click on the Add button (4), a similar screen will be opened where you may add the new delivery address details. To close the delivery address field, click on the close button (6). For those customers that are using a Cash Debtors account for cash sales, you may search for customers using this field Delivery Method Revelation provides for several delivery methods to be inserted into your Sales Order. Typical examples would be: You may even insert specific Transports Names in the provided section. To add or edit Delivery methods go to Debtors MasterFile or see Chapter 25 for more information on this. Note that you may ask Revelation do design a Sales Order an Invoice Layout that will print this information on the document (If required).

20 Sales Invoice Details Although very similar to Sales Quote and Sales Orders, there are some differences between the three client documents. Due to the fact that this module may also be used as a stand-alone training chapter, most features will be repeated. If you are familiar with them, please just skip to the relevant sections Vat Number Prompt (Input/Info Display) This option will prompt you to confirm the client VAT Number. It may be switched off under the System settings >> VAT/sales Tax. Click on the Set Prompt for Clients... option. After the explanation, confirm [Yes] to keep the prompt, or [No] to switch off the prompt Account Number (Info Display) Whenever a new Debtor is added, the system allocates a seven character account number to the debtor s account. Many clients will use this number as a reference when they deposit the funds on acceptance of the quote. Make sure that it is correct Vat Excluding/Including (Input/Info Display) When creating a new Debtors Account, on the [Control] page, one of the choices you will have is to select how the prices must appear on the client s documentation. You may either choose excluding or Including Prices to appear on the documentation. This Info Display simply indicates your choice. You may change this by going to the Super Menu >> Debtors >> and then calling up the Client s info. Now click on the Control page. Click the edit button and tick/un-tick the Print Tax Excl. Invoice? tab. Tip: Remember to hover the mouse button over any choice button for a more detailed explanation as to what the selection box is for Invoice Date (Input / Info Display) When a user logs onto Revelation, they will be prompted for the date. The User that logs on first will set the default logon date for the day. Invoice dates are important as they log the exact date and time that the invoice was placed in order for us to be able to control schedules and deliveries as well as alert us when invoices are overdue in terms of the sales agreement on the delivery.

21 405 Revelation will use the system date as the default date for orders. If require, you may change the date as the system does allow for forward dated orders. Tip: You may also change the date of the invoice to an earlier date than the system period date in order to backdate an invoice. Please Note: The actual transaction and VAT is NOT backdated; only the aging on the debtors Statement is. If you need to backdate the actual invoice, rather use the Past Period Journal function under Postings to accounts. Warning: Be careful of this option as fraud could be committed using this. In order to prevent backdated invoice, you may activate the Supervisor Override password mechanism. Tick the option under user settings, Invoice, to call the supervisor if the invoice does get backdated. You may also disable the date prompt under the user settings Order Number (Input / Info Display) You may now insert the clients order number. If you click on the down arrow or press the [F5] key, you will be presented with the following options screen. Click on the required button to import an Order, Quote or Pro-Forma Invoice Importing an Order or Back Order into the Invoice If you are using Sales Orders, you may now import a Sales Order into this invoice. Partly Completed Invoices may also be imported from here. To import an order into the invoice, simply highlight the outstanding Order and the click [Select]. If the list is long, you may also search for the order by inserting the Client s or Internal Order Number.

22 406 If you do not insert the Order from here, but you are inserting items that belong to an Order, you will be given the opportunity to allocate the stock that you are selling to the outstanding Invoice later Importing a Quote into the Invoice You may view and then select the required Quote that you would like to import into the Invoice. This option assumes that you have not converted the Quote into a Sales Invoice. If the Quote has already been invoiced, you will receive a notification, but will be offered the opportunity to re-import the quote again.

23 Importing a Pro-Forma Invoice into the Invoice As with Quote and Order, Simply click on the required Pro-Forma invoice that needs to be imported into the Invoice, and then click on the [Select] button. To view the invoice, click on the [Display Invoice] button first Invoicing Serialised Items (Enterprise/Empire Only) Serialised stock items are items that each have a unique Serial number printed on them which you want to keep a record of. You must have flagged these items as serialised (on the Control page of the stock record). See: Chapter 5 - Point & Chapter 9 - Point Whenever you sell one of these items via the Invoice module, you will be prompted to select the Serial numbers that are being supplied. These sales of serialised items are stored in a special tracking file which allows you to monitor the item for guarantee purposes. The available Serial numbers of the selected item on the invoice are displayed in the Serial Number window. Hi-light each Serial Number required and press [Enter]. You can use the incremental search facility by typing the first few characters of the required Serial Number. A window on the right keeps track of how many Serial numbers you have allocated so far. You may DE-allocate previously selected Serial numbers by simply hi-lighting it again and press [Enter]. If you erase the Serialised item line in the Invoice, the allocated Serial numbers are released as well. When the invoice is processed, each of the Serial number records you selected is updated with the relevant sales information from the Invoice. The allocated Serial numbers are printed on the Invoice immediately below the item itself. Tip: To amend a Serial number on an invoice, go back to the quantity field and the press the [F5] key

24 Rep Code (Input / Info Display) Revelation has one of the most advanced Rep Code analysis and commission pay-out structure in any SME Accounting package. When a new Debtor account is opened, the system will prompt you for the DEFAULT rep that will be dealing with this client. Whenever a new invoice is issued, Revelation will use this Default code. You may change this rep-code if required. (See: Frequent Reports >> Rep Code Analysis, for more detail). Tip: If you would rather like to have the user that is logged in to be the default rep then Go to Setup >> User Preferences >> [POS] >> Select Default REP Code for Cash Sale invoices and then tick the Use above Rep for Debtor Invoices as well box just below that Credit Limit (Info Display) One of the most important considerations when opening a Credit facility is to determine the amount of credit that will be allowed. (Our aim is not to teach about the new Credit Act, but this should be a serious consideration when extending credit). You may decide this yourself or make use of a credit guarantee company that will specify the amount. If the Supervisor Password is enabled and the correct parameters set for this user, the password will be required to continue. In the case of the Branch Limit being enabled, this invoice will influence all the branches that are linked to the Branch Limit Trade Discount (Info Display) The word Trade Discount was derived from discount given to clients that are in the SAME TRADE as what you are in. This discount is more widely used today to give general or overall discount to priority clients. In essence, the trade discount that was pre-set when opening a new debtor s account will populate the Overall Discount field at the end of any sales document. Before saving the Sales Invoice, Revelation indicates what discount will be allowed on this Invoice. Depending on your user settings, you may adjust the discount accordingly. WARNING: Make sure that you are NOT allowing Line and Overall Discount as this will constitute Discount on Discount.

25 Payment Terms (Info Display) Terms is the agreed period, in days, for extending Credit to the client before payment is due. It is also pre-determined when creating a new client record. This may not be changed during transacting, as terms form part of a legally binding agreement between the client and yourself. You may set the system to charge interest or Auto freeze account based on terms. To change the terms, call up an account from the Super menu and then use the [Edit] button Invoice Main Body Information You will now be able to insert or amend the required information in the Sales Invoice. Remember that you will be able to pull in Sales Quote, Sales Order (Back Order) or a Recipe into the invoice at this time, by using the [F9] key. A Sales Order will usually start with message lines. You may now use the different tools provided to customise your Sales Order Stockcode (Input Prompt) To add items on the Sales Order, input all or part of the required item s stockcode as specified in your Stock (Inventory) file and press [Enter]. If a partial code is used, a window of matching items will be displayed. By further typing in the rest of the stock code, Revelation will do a defined index search until the desired item is narrowed down for selection. If you prefer, you can left-click the down-arrow at the end of the current stockcode field and the entire stock file will be displayed in a Browse window. From here you may choose the required item. Hot Tip: Click on the [Show Pic], [Cross-Ref] and [Recent] buttons to see special information on the Sales Invoice, such as a list off recent prices to this client on the required item and other items that are compatible with the one on the invoice. Tip: Move the slider bar to the right to display more identifiers on the stockcode like, Unit-of-sale, Bin location and Category code Other Stockcode Search Keys (F-Keys, Barcode/Down Arrow) Use the F-Keys, (as described in Chapter 4 - F2, F3, F4 & F5) to search for the required stock. You may also use a barcode scanner to scan in the stock code. If you prefer, you may also be able to click on the down arrow next to the stockcode field in order to call up the stock list. Tip: Remember that you may Insert and Delete lines with the [Shift+Insert] and [Shift+Delete] keys. (See Chapter 4 for more information).

26 Special Codes (Input Prompt) Press the [F9] key to call up a list of all the fields that are available to import into the Quote. You may also use the = options as described in Chapter 4. =S - Single Message Line =T - System Messages =O - Odd Items =P - Price Change (if not permanently on) =A - Assembly Invoice (If Installed) =Q - Sales Quotes =R - Recipes & Kits Tip: If this is a till point, you may place a sale on hold and begin a second sale, by clicking the [F10] button at the Stockcode prompt Description (Input / Info Display) This input/display prompt displays the description of the product that you have selected. If enabled, you may also amend the Description whilst placing the order.. To enable this feature go to User Preferences >> Invoices and look for Allow Stock items Description to be Modified. Use this option with caution. Alternately, Revelation will simply skip over this column when you hit the [Enter] button Product Pricing (Input / Info Display) Depending on how the account was set up (Exclusive or Inclusive Pricing Display for this client), you will be presented with the price for this item. If you are using a special Price list that was set up via the [Price List] option or the Special [StockPrice] link mechanism, Revelation will use that price rather that the standard pricing for the item being invoiced. By pressing the [Enter] button, you will be moved onto the next column or, if enabled, you could be allowed to modify the selling price of the item. You may change this Setting under User Preferences >> Sales Invoices.

27 411 If enabled, you will also be prompted for a price (the curser will stop at the price). Also, if you have set the customer s account to excluding, you may insert and INCLUSIVE price and then click the [F5] key. Revelation will then calculate the excluding price for you. Tip: Some users may be set to only allow higher prices (Upselling). Enable this option under the User Preferences>> Invoicing. Once enabled and you amend the pricing structure, the following message will appear when trying to give a price lower that the stated price. This phenomenon is called Up selling, and is usually used at auctions were the selling price is the minimum acceptable price for the item. Tip: When giving discount, by amending prices enable the Supervisor password structure and make sure that each user has their Minimum acceptable margin% switched ON by setting a minimum Margin percentage here. Make sure that the Supervisor Password is set and the Prompt for this alert is ticked.

28 412 Hot Tip: Switch on the option to indicate cost price and margin at the bottom of the invoice. This will assist in ensuring that the price is not under cost Tax Code (Input / Info Display) Tax codes on stock items are usually pre-set. In most countries the Receiver has some predetermined exempt items, like milk, that attract Zero VAT. The Debtors account is also usually set to either charge tax or not (depending whether the client is a Foreign or Local client). This option is set when the Client s account is created or amended. If you have the correct prompts set, you are allowed to modify the tax during the invoice process. This is applicable in cases were the client is a local client, but opened a branch in a neighbouring country or were one country (like in Zambia), allow multiple trade currencies. In this event, we also recommend the Revelation Forex Module. You will then be allowed to change the tax codes accordingly. Press the [F5] key when prompted for the Tax Code. This will display the different Tax codes available.

29 413 If the vat option has been set to Zero VAT, the TAX portion on the invoice should also display Zero Quantity (Input) Enter the quantity of the items that you would like to invoice out to this customer. At the bottom of the invoice screen, the on-hand quantity will be displayed. (The available stock may differ from the on-hand, depending on Sales & Purchase Orders placed on the item). When the quantity entered has sales order outstanding against it for this client, on this item, the following prompt will appear: If this invoice is a result of one or more of these Orders, you may now highlight the required Order and then Allocate this invoice quantity against that Order by clicking [Allocate to this Order]. You may also allocate this quantity against a Range of Orders in Date Order, by clicking on the [Allocate from here onwards] button. In the example above, you may stipulate the quantity as 11. You then highlight the first order. If you press the [Allocate from here onwards] button, both Orders will be fulfilled by this invoice. You may first view the order by first highlighting the order and then clicking on the [Display Order] button. If the quantity if not for one of the Orders listed, you may choose to NOT allocate against the orders by clicking the [Cancel Allocation] button now.

30 414 When the quantity exceeds the quantity on-hand, you may choose to receive a prompt screen to warn you of this, by clicking the following tick under the User Preferences >> Invoicing. Display warning if Quantity exceeds stock Onhand. If you do not have sufficient stock on-hand to supply the required quantity, and this option is ticked, you will be prompted with the following: You may now choose to Supply those items that you do have in stock against this invoice by clicking [Supply OnHand]. You will now see the following screen appear: To invoice the quantity available, click on the [NO] button. The remaining required items will NOT be placed on backorder. If you do not want to invoice only the available items, rather cancel the item from the invoice by clicking the [Yes] button. This will remove the item from the invoice altogether. The better option would however be to choose the [Back Order] button on the previous warning prompt. This option serves a dual purpose in that it will a) Supply the available stock to the invoice and b) backorder (Sales Order) the difference in Quantity required and Quantity available. You may change the Back Order Quantity (the client may only require 1 to be Back Ordered as he, let s say, found one item in your store that does the same Job). Use the Order Reference to insert either the clients official Order Number or a Reference such as the name of the person allowing the Back Order. Tip: If you are working with a scanner, it may be quicker to scan an item multiple times rather than to have to insert the quantity. If this is the case then change the User Preferences>>Invoice,

31 415 accordingly by un-ticking the prompts for Tax Code, Price, Description and Quantity (Usually Retail environments) Line Discount ( Input ) Line discount deducts a percentage discount from the items selling price. This should not be confused with Overall Discount. It is possible to allow overall discount and line discount. (Discounton-Discount). Rather decide which method is going to be used and set the system accordingly, per user. It would also be advisable to limit the amount of line discount that each user is allowed to allocate. See User Preferences>>Invoice. Tip: Depending on the layout that you are using, when using Auto-discount, Revelation could print the line discount amount next to the Quantity column. If the user exceeds their allotted line discount discretion, they will be halted. The system will display the maximum discount they are allowed.

32 416 Tip: If a Supervisor Override Password is present, and it is setup accordingly, the user may override the prompt by entering the password now and then allow the higher discount. Hot Tip: If the Display Item Cost Price + Margin is on, you may check the profit Margin after Discount, by moving back up to the item line with the arrow keys. The item s new Margin (Gross Profit) will be displayed at the bottom left of the invoice screen. In the event that the Discount will exceed the Minimum required Margin (Gross Profit) of this item, you will also be halted, but only if the Supervisor Override Password was activated. You may also elect to skip the Line discount altogether for this user by disallowing the prompt. This is set per user under the user preferences >> Invoice >>. See both Invoice and Cash Sales prompts.

33 Line Total (Info Display) This total is the excluding or including total for the line and is the result of the product price multiplied by the quantity less the line discount. This column can NOT be amended, as all other calculation, like the Total goods Value, is based on this amount. When decimal quantity and currencies are used, Revelation uses a rounding algorithm to calculate the total as demonstrated below. This is done because currency generally gets reported as a two decimal amount Post Invoice Body Information Once the Invoice has been completed, press the [Esc] or [Finish] button to exit out of the Invoice body. You will now be able to see a summary of the invoice at the bottom part of the invoice. The following information will be displayed Overall Discount (Input / Info Display) This is the discount that is linked to Trade discount and is the discount given on the TOTAL Invoice. Be careful not to give line and overall discount. To setup the Overall discount amount, go to User Preferences>>Invoice. You may set a percentage maximum discount that can be given by a user, or Switch off the prompt for overall discount on Debtors as well as on Cash Sales altogether. This will also switch of the overall discount on invoices. To enforce the maximum percentage discount, you must activate the supervisor password as well as tick the Maximum Overall Discount% is exceeded tick under Prompt for Supervisor Override Password if

34 418 On the Sales Invoice preference screen, make sure that the Overall Discount prompt is ticked Freight Amount (Input / Info Display) You may stipulate an amount here that the client will be charged for delivering the goods to their premises. This amount will be placed in its own income field under the Trial Balance called Freight Charged A/C Tip: Rather create a Service Item stockcode for freight if you have different freight charges. This way you will not have to search for the appropriate freight, but rather work of a fixed list Goods Value (Info Display) This Info Display screen is the Excluding VAT Total of all the goods on the Sales Invoice AFTER line discount but BEFORE Overall discount and Freight Discount Total (Info Display) If Overall discount (not line discount) was given to the client, the total discount will appear in this column Freight Total (Info Display) If Freight was levied on this invoice, the total freight amount will be displayed here.

35 Vat Total (Info Display) The VAT amount in this column is the Total of the entire Vat on the invoice. It is calculated per line item and not calculated on the Goods Total. This is due to the fact that the Goods Total may contain Vat able and non- VAT able amounts Total Due (Info Display) This is the Grand Total of the Sales Invoice after Discount, Freight and VAT. This is the amount that the client will be liable for on his account once invoiced Total Profit (Info Display) Once the Sales Invoice is in the post-body phase, Revelation will add up all the cost and selling prices per each item and then give you a profitability figure in both Currency and in Percentage (If this option is switched on for this user). See: User Setting>>Invoice Chapter 25 for more information on this function Printer (Selection Option) This option allows you to change the printer before the invoice is complete. You may have a lot of information on the invoice only to find the wrong Invoice printer was selected or the invoice printer is out of order. Select the [Printer] button now. The following options will be available. If you choose the [Another] button, you will be taken to the normal Printer Selection screen. Choose any of the printers from the standard list. Now click on the [OK] button. The new printer is now selected.

36 Finish/Save To Finish the Invoice, click on the [Finish] button. This will change the button into the [Save] Button. Once saved, the Printer will first start printing the invoice (in order to speed the process up) and the only save the invoice to the server hard drive Amend If you need to amend the invoice before you press the [Save] button, you may still amend it by pressing the [Amend] button now. To amend the invoice once it has been saved, you must first credit the invoice and then re-invoice it Narration You may now add a narration to the invoice. This Narration will be displayed whenever a transaction is called up from the Super Menu or, if the correct selection if made, this Narration will be displayed on the statement. You may also choose from a list of Pre-Programed Messages by clicking on the [Select from Stored Notes]. Highlight the required message and then click on the [Select] button. Tip: To use the Account Name as the Narration, click on the [Use Accnt Name as Narr]. You may. You may also Add, Edit and Delete Stored messages from here.

37 Cancel You may also opt to cancel the invoice at this stage. Once you select the [Cancel] button, you will receive a final confirmation. You may select either the [Yes] button to confirm the cancellation or the [No] button to not cancel the Invoice and then be taken back to the body of the invoice Post-Invoice Screen Once the Invoice has been complete, you will be presented with a Post-Invoice Screen. This screen will assist you in useful functions such as Picking Slips and ing Print a Duplicate Invoice This option services a dual function. You may want to print another copy of the Invoice that you have just completed or in the event that you chose the option to Process Sales with option to Print AFTER each sale the Invoice, you may now print an original Sales Invoice.

38 Process a New Invoice From here you may start a new Invoice. You will be returned to the option to select a new Client. As this is the default option, you may simply click the [Enter] key to call up the next client Process a Cash Sale This option has to be selected first and then you will be taken to the Cash Sales Screen. See: 4.3 for more information on Cash Sales Process Cash Received for invoice just processed If an Account Client that has just bought from you chooses to rather pay for the invoice you have just processed, you may receive the payment directly after the invoice by clicking on this option now. This payment will form part of your Cash-up. You will then be presented with the tender screen. The Amount Tendered will be pre-populated with the amount on the invoice. Depending on what and how much the client tenders, you may change the Amount Tender accordingly. Now select the Tender type that they offer by clicking on the down arrow: In our Example, a Mixed Tender was offered. In this event, the different Tender breakdowns become usable. Once you press the [OK] button, the following option screen will appear. From here you may (1) Process and Print a Receipt to your standard Receipt printer as setup under Terminal Preferences, by clicking on the [Print Receipt] button. If you have a Slip Printer set up for this user, you may (2) Process/Print the Receipt on the Cash Slip Printer by selecting [CashSlip Receipts]. You may also elect to (3) NOT print a Receipt. This may be were manual Receipt books are used. For this option click on [Receipt NO Print]. At any stage before printing the receipt, you may (4) attach a Narration to the Receipt by clicking on the [Narration] button first. This will then call up the usual Narration option. See: Once the Receipt has been printed, the following Post-Receipt options will be presented.

39 Print a Duplicate copy of this Receipt This option will produce a duplicate copy of the Receipt just printed. This is usually in order to give the client a copy and then put the other copy on file Process a New Invoice for another Debtor Usually you would not print another receipt but rather continue to produce invoices. This option will take you back to the invoice Client Selection Screen in order to continue the invoice process Process a Cash Sale From here you may elect to continue processing Cash Sales Invoices. Other than a New Invoices for another Debtor, this option takes you to the main Invoice screen. Simply Select Cash Sales. (PS: This may change in future to go direct to a new Cash Sale) Process/Print a Cash Receipt for a Debtors a/c At this stage, you are allowed to receipt more payments from the client that was just processed. The client just paid this Invoice and now remembers that he owns you for other invoices as well a copy of this Receipt to the Client You may now a copy of this receipt to the client. The usual Selection Screen will appear. Click the down arrow to choose an existing address or simply type in a new address. See: for more information Process new invoice for the SAME Debtor This option assumes that you have a few invoices that you are going to produce for the same client you have just Invoices. On selecting this option you will be returned to the Delivery address portion of the same Client you have just invoices in order to produce the next invoice for them.

40 Print a Delivery Note / Packing Slip for this Invoice This option produces a Picking slip with no prices. It will list the following: Stock Code Description Quantity Unit-of-Sale Bin Location No Pricing information will be printed on this document Print a Delivery Note to Another Printer If the stores/warehouses have their own printer, you may select to print the Picking slip directly to them. Make sure that the printer has been clearly marked on the network Process/Print a Cash Receipt for a Credit of a Debtors Account This option allows you to receive payment from any client after the last invoice was completed. See: 4.5 for more information on this topic a copy of the Invoice to the Client Once the Invoice has been printed, you may now the document to the client. It is very important to note that Revelation uses the Letter Quality layout to generate the . Make sure that you have this setup properly. See: Chapter 26 >> Terminal Preferences. Revelation will call up the address that you inserted in the invoice field when you created the account. See: Chapter 5 Point & If there is no address in the invoice field, the default address will be used. You may also insert any address by simply starting to type in the required address. To access the Extra address list, simply click on the down arrow. You may also Add & Delete address from here.

41 425 Hot Tip: If the option to Input a message to appear in body is tick, you may attach a full message to the invoice. In future, you may be able to choose from pre-defined messages. Hot Tip: If you need to send the same to more than one address (Cc), then you simply add each address on the same line and split them with a colon ; 4.2 Debtors Credit Notes As Revelation is a Real-time system, it does not allow you to charge invoices once they are processed. We believe this is a very prudent move from our side as it eliminates the temptation to apply amended invoices in a fraudulent manor, thus protecting the owner of the business. We believe that an invoice should rather be credited and then re-issued. Simply click on the [Debtors Return (Cr.Notes)] button. In Order to simplify the Credit note, we allow an existing invoice to be called up and imported into the Credit note. You may now credit the entire invoice, or you may delete the lines on the Credit note that you would not like to credit. To import an invoice into the Credit note, click on the [Yes] button when prompted. To start a Blank Credit note, click [No]. To credit a Foreign Debtors Invoice, you HAVE to use the [Yes] option. This is to ensure that the exchange rate for the Credit note is correct (the same as what it is on the oriogional invoice).

42 426 The Forex Credit Note will display the origional Invoice number as well as state the Local currency value. You may remove lines from the invoice, reduce quantity, but you may not add lines to the Credit note or change prices as the origional invoice was procuced at a spesific rate of exchange. In order to locate the correct invoice that should be imported into the Credit note, you may either insert the correct invoice numver into the space provided. It is not neccesary to lead with the zero s. (e.g. to call up Invoice simply insert 121) You may also go directly to a Clients account in order to locate the invoice that you would like to credit by clickin gon the [Debtor s Account] button. Simply enter the search criteria for the required client and then press the Find button.

43 427 The list of call the Invoice numbers will be displayed. From here you may do a [Go Backward] search, [Display Content] as well as Import the invoice into the Credit note. In the event of the [Display Content] option, the origional invoice will first be displayed with the option to [Import] the invoice from here into the Credit note. As with an invoice, the content on the credit note may now be checked and changed. You will also notice that in the case of the invoice import into the credit note, the Origional invoice number will be listed in the first line of the Credit note with the referance ***** This Credit Note refers to Invoice No.???? *****

44 428 Tip: Remember to use the [Shift+Delete] buttons to remove lines from the Credit note. Hot Tip: It is important to note that in the case of Open Item accounts, if the Invoice s payment has already been allocated agains the open item, you will have to manually post the Credit amount gainst another outstanding invoice/s or leave the credit amount as unallocated. If you answer yes, the following confirmation screen will appear in finishing the invoice. You may noe choose to cancel the Credit Note by selecting [No] or you will be presented with the allocation table if you select to process [Yes]. You may now either select an open invoice you would like to allocate the credit amount to or you may leave the Credit as unallocated by pressing the [Finish] button instead of using your arrow keys and [Enter] button.

45 Post Credit Note Screen Once the Credit Note has been completed, you will be presented with a Series of options Print a Duplicate copy of this CreditNote This option will produce a Duplicate of the Credit Note just printed. Depending on the General System preference setting under General, the word COPY, may or may not be printed on the Duplicate Credit note Process a New Invoice from another Debtor By clicking this option you will be taken to the Debtors Invoicing screen. You may start producing new invoices by selecting the required clients account as if you clicked on the [Debtors Invoice] button Process a Cash Sale This option will shortcut you to the Cash Sales Invoicing Screen as described below in point Process another CreditNote to the same Debtor From here you will be taken back to the confirmation screen in order to select between a normal Credit note or an invoice import Process another CREDIT NOTE These options will shortcut you to the Confirmation screen. Choose the debtor and then the Invoice you would like to credit.

46 Process/Print a Cash Receipt for credit of a Debtor s a/c This option assumes that you would like to pay the Debtor back for the invoice that was just credited. Remember to use a MINUS sign when posting this transaction in order to turn the Cash Received engine into a REFUND. If however you would simply like to receive a normal payment from a Client, use this option as described in point 4.5 below. Once done, you will be presented with a similar screen as described in point a copy of this CreditNote to the client This option allows you to a copy of the Credit Note to the Client. As it falls within the same category as invoices, the default invoice address will be used to send of this Credit note to. To change this, simply overtype the address or click the down arrow. Tip: You may add a message to the Credit Note by ticking the Input a message to appear... box. This will take you to the default message option as describes in Cash Invoices On January 30, 1883, James Ritty and John Birch received a patent for inventing the cash register. James Ritty invented what was nicknamed the "Incorruptible Cashier" or the first working, mechanical cash register. His invention came with that familiar bell sound referred to in advertising as "The Bell Heard Round the World". I doubt if James could ever have envisaged what impact his invention would have had on the world of today. Revelation has always been inspired by innovative thinking. We believe that were James & John around today, the Revelation Cash and POS options would have been their first choice. In Revelation the Cash Sales function is purely a Point-of-Sales function. The sales that are generated using this method are not captured against a Client account, but rather logged against a General Ledger account (as setup when the user was created). The cash sales account allows the operator to receive different tender types at the end of the sale and then logs them in order for the operator to do a day-end Cash-up based on the different tender types; hence Ritty s saying The Incorruptible Cashier. Each Cashier will then have to give an account for the days sales and Tenders.

47 431 A Cash Sale is very similar to the Debtors Invoice, except that the sale does not end up in the Assets account called Debtors Control, instead it is registered under another Asset account called Till Account or Cash Till A/C. Depending if you gave each user his own Point of sales allocation when the company was created, or you assigned this account manually, each POS terminal will have his own cash till account. Hot Tip: To speed up a Cash Sale, you may change a number of settings were Revelation will, or will not, prompt you for information. You may for instance skip the prompt for date. Revelation will then assume the log-in date. The same is true for Quantity. You can set the system to not prompt for quantity. The default setup quantity will then be used. See: User Setting >> Invoice, for more details on this Delivery Details When Doing a Cash Sale, it is possible to click on the Invoice to tab and override the information with the clients actual details. You may also click on the down arrow on Delivery address in order to insert an address here. Tip: The Delivery method functions the same as with Debtors Invoices.

48 Cash Sales Details These options are that same as for Debtors Invoices except for the option to select if the invoice should be Tax Inclusive or Exclusive. To change this setting, go to System Preferences >> General. Change the setting accordingly Cash Invoice Main Body Information The body of the Cash Invoice is the same as for Debtors Invoice s with the exception that you may not import a Quote into the Cash Invoice body. To overcome this, you may opt to open a Debtors Account called Cash Sales. The secret here is to then go and stipulate that this new account is a CASH ONLY account under the control page. You may then use all the available Debtors options. Once the sale is complete though, you will be prompted for the Tender type and payment details as if it was a Cash Sale. Warning: The down side of this method is that, if the correct settings are not implemented (See: System Preferences >> General.) Then the Cash Sales account will be in Debit. This will defy the object of the Cash Debtor. Then rather use the normal Cash Sales engine. Tip: You may place a Cash Sale on-hold, by pressing the [F10] key when the cursor is on a new stock line. This will allow you to process a new Cash or Debtors Invoice while your customer completes their shopping. Tip: You may also run multiple instances of the invoice module. This setting can be switched on per user. See: User Preferences >> General.

49 Post Cash Sales Body Information On the Post body portion of the Cash Sales Screen, the only button that is different from a Debtors Invoice, is the [Convert] button. This option allows the cash sale to be converted into a Debtors invoice. The client may not have sufficient funds to conclude the Sales. You may then move the sale to a Debtor Account instead of cancelling the sale. Click [Yes] to confirm the conversion and then call up the correct Debtors Account. Tip: Use the Super Menu [Debtors] button to create a new account On-the-Fly Use the normal search criteria to call up the account. Your invoice will now be handled as a normal Debtors Invoice. See: Point 4.1 and on, for more details. Warning: If the Debtor is a special pricing client, then don t use this option as the Cash Sales price will be used, instead of the special price Tender Prompt on Save On both the Cash Sales and Cash Debtors accounts, once the sale is complete, you will be prompted for the tender Amount and Type. Depending on the tender type that you have selected, your cash-up will then reported accordingly. The following tender type are availible in the Cash Sales Module: Cash Cheques Credit Cards EFT s (If switched on) Voucher Other Tenders Mixed Tender The amount that is owed, will be displayed at the top of the Tender Screen. You may now insert the amount that is being tentered in the Amount Tendered prompt.

50 Cash This tender type is by far still one of the most popular tenders with retail stores today. Cash that is received will have to be counted and added up at the end of the business day. To this end, Revelation has a built in Cash Calculator. (See: Chapter 4 Desktop >> Super Menu >> Calculator or Cashup - Point ) Cheques Cheques have fast become outdated and are no longer accepted by most retailers as a tender type. For businesses that are still prepared to except this tender type, Revelation offers an additional security check. If ticked, this option will prompt you to insert additional information when accepting a cheque as tender. (See: User Setting >> POS). This information is then stored as a Narration next to the payment under the relevant Cash Transaction account Credit Cards One of the great advantages of using Revelation is the fact that it has a built-in Credit Card Facility. Please speak to a consultant about this affordable option EFT s EFT s should only be accepted as legal tender; if the POS has some form of verification system or if the EFT is done at the point of Sale (Usually a special PC is then made available for the client to do the EFT). Even then, special care should be taken when accepting EFT s. The norm is that only Account holders (even if they are COS account), should be able to tender EFT s Voucher Vouchers and loyalty cards have become very popular in the Retail environment. Vouchers are treated as cash (As the assumption is that, at some stage, someone actually bought the voucher). When Vouchers are sold, the payment received should be posted against an Asset account called Vouchers. When the voucher is redeemed, post the voucher amount against that same account, once the Cashup is complete. The balance in the account will then be your unclaimed Vouchers Other Tenders This is a user specific Tender Type. You may apply it in your business to suit your own unique requirements Mixed Tender In Revelation, you may also receive multiple tender types for one transaction. By clicking on this option, you will be allowed to allocate the amount owing against the different tenders until the sum total equals the outstanding Balance for the transaction.

51 435 If the Tenders do not equal the Amount Due, you will be alerted: applicable). You may now either adjust the Tenders accordingly, by selecting the [Yes] option, or you may adjust the Amount Tendered by selecting the [No] button. IF the Tender Amount is higher than the Amount Due, you will have to issue the change to the client (If 4.4 Cash Refunds Cash Refunds function in much the same way as Credit note in that you may import an existing Cash Invoice into the Cash Refund. And just like Credit Notes the Original Cash Invoice number will be printed on the first line of the body of the invoice. The Amount and Tender type will then be credited off the evening Cash-up and influence the Tender s accordingly. When Printing the Cash-up Report under the Audit Reports, the Refund will then be printer separately. Once you have selected the [Cash Refund] button, you will be prompted to confirm that you would like to import a Cash Invoice into the Cash Refund. If you select [No], you may do a normal Cash Refund. If however you selected the [Yes] button, Revelation will require that you insert the origional Cash Sales invoice number. You may simply insert the number in the space provided and then press [Enter].

52 436 If you do not have the original slip number, you may also use the General Ledger Account that was assigned to your till, in order to search for the Transaction. Tip: To locate this number, either use the Super Menu and do a Pattern Search for Cash Till or the name you have logged into the company as. e.g. Admin, Counter or POS. To call up the Cash Invoice to be imported into the refund, click on the [CASH TILL Account] button. Now Select the Cash Till GL account that was used to process the original Cash Invoice. Once located, highlight the correct account and the press the [Select] button. You may now search for the correct transaction number by using the [Go Backward], [Go Forward] and [Display Content] buttons. Once located, you may either double click on the selected item or click on the [Import] button. You will now have to confirm the import by clicking on the [Yes] button. To cancel, press [No]

53 437 As with the Credit note, all the relevant information will now be displayed. Tip: If you are only going to refund certain items off the Cash Sales you may still import the entire Cash Invoice and the use the [Shift+Del] keys to remove line that should not be refunded. You may also adjust the quantity of items to be refunded. Once the refund is complete, the normal Post Invoice Screen will appear. 4.5 Cash Receipting on Debtors Accounts Usually Debtors will pay their accounts with either an EFT or a Cheque that is posted to your Accounts Department. However, it may happen that clients visit the business and pay their account over the counter. Such clients would then usually also require a Receipt for the payment made at the sales counter. To accommodate this, Revelation has an option under the Invoice section to receive such payments and then issue the relevant receipts. The payment s received will then also form part of the cashiers Cash-up totals at the end of the day. When printing the Daily Audit Till reconciliations, the Receipt will appear under the user s report that issued the receipt as a line entry under the daily transactions

54 438 To receive Cash from the Debtor, simply click on the [Cash Rec d for Debtor account] button. You will now be prompted for the relevant Debtors Account number. Use the normal search criteria and search engines available to call up the required debtors Account. The Receipts screen with all the relevant information will now be displayed. Note that the account number were the payment is going to be logged against, will also appear at the bottom in Red. You may now enter the amount that is being tendered under the Input the Amount the Client wants to Pay prompt. Tip: Remember to use a MINUS when doing a REFUND to the Debtor. This may be the case where they have overpaid or the Debtor is taking a cash advance against the account. Once you have entered the payment amount, you may again select the tender type that is being offered. See: Point for more information on this.

55 439 In the case of Open item Clients, you will then be presented with a list of outstanding Invoices. You may use your up and down arrow keys [ ] [ ] to move to the correct entry that you would like to select. Once the correct entry has been selected, press the [Enter] key to allocate the payment against the Still Owing amount. If you would like to post a Settlement Discount against the Selected Still Owing amount, then move the cursor to the Settl. Disc. Section and then enter the required Discount. Tip: If the Discount is a percentage of the Still Owing amount, then insert the Discount Percentage instead of the Amount, and then Press the [F5] button. The Discount will then be calculated accordingly. To find out more about this, see Chapter 11 on Postings. Once the Still to be Allocated coulomb is Zero, the [Finish] button will turn into the [Save] button and display in red. Tip: To leave the amount as unallocated, don t allocate and press the [Finish] button.

56 440 You will now have to option to select the Printer. If no printout is required, select the [Receipt No Print] option. Tip: To insert a Narration that will appear next to the transaction list, select the [Narration] button. If the correct settings are enabled under the System Settings, the narration will appear on the Stataement. See: System Settings>>Accounts You may also select from a list of Pre-Saved Narrations by clciking on the [Select from Stored Notes] button Once complete, you will receive the Receipts number. From here the normal pre-invoice options will be availible. You may either print a duplcate Receipt(1), Process a Debtors Invoice (2), Process a Cash Sale (3), Process another Receipt (4) or a Copy of the Receipt to the Client (5).

57 Reprinting Invoices Generally, invoices would only have to be reprinted when a technical error occurred (like an invoice printer that malfunctioned) or were the client or its agent requests such a copy/s for filing and auditing purposes. It may also happen that the posted copies got lost or misplaced. Whatever the reason, it is important to note that when reprinting invoices, the Receiver of Revenue has very strict rules on the format of such a reprint. According to the Receiver of Revenue, the words Copy or Duplicate must appear on the header of the reprinted Invoice. This is to prevent fraud (where some clients claim for the same goods more than once) and unnecessary errors (It may happen that suppliers are paid twice for the same invoice. Not all Software packages have the ability to check for duplicate numbers or, the client may still be on a manual system). In the event that you are going to reprinting the invoice due to a misprinted, it is your responsibility to destroy the misprinted document. Not complying with this specification is a prosecutable offence. Make sure that the setting to print the word Copy is enabled before reprinting invoices. See: System Preferences >> General. Tip: To reprint legitimate misprints, temporarily disable the COPY Option. Revelation has several methods to reprint an Invoice. This includes calling up the Debtors Account via the Super menu. Once there, click on the Transaction button. Click on the [Print] button. Now look for the document that you would like to reprint or . Double click or [Select] the required document. Now select the [Print] or [ ] buttons. When you need to reprint invoice ranges or invoices by a number, however, the preferred reprint option is to use the reprint method in the Invoice module. Once selected, you will be presented with the following seven reprint options.

58 Reprinting( ing) Invoices via a Number or Range of Numbers This option allows you to select between reprint or documents via a single number or range of numbers. The Auditors may ask you to provide them with a copy of invoice 00001, or, all the invoices from to invoice The same may be true for Credit notes, Cash Sales and Cash Refunds. To reprint a single document, simply input the document into the from field. In the case of a range of documents, put the leading document number in the From field and the trailing document in the to field. To rather the range, tick the option and then press the [OK] button. Follow the same procedure to reprint or the other listed document types Reprinting Invoices via a Debtor s Account lookup This option should be used when you do not know the document number that you would like to reprint. The client may request a copy of the invoice where you sold them a Computer in March and they did not specify the invoice number. (This option functions very similar to the Supermenu reprint that was described earlier on). Click on the [Reprint Invoice via a Debtors...] button. Now call up the required client s account. Once done, the current month s transactions will be displayed. At the bottom of the screen you will find a range of buttons to assist you with your search & reprint. Use the [Go Backward] [Go Forward] buttons to scroll between the different month s transactions. You may use the [Display Content] button to look for and action the different transactions one by one. Once the correct transaction has been found, you may [Print], [ ] or add the transaction to a List to be ed. The [Add to List to be ed] option allows you to build a list of random invoices to be mailed to the client.

59 443 A list will be built up at the bottom of the screen that will display the accumulated invoices (in Red). Once the list is complete you may click on the [ ] button. Tip: Remember to tick the [Input a message...] option to include extra information on the Reprinting Cash Invoices from the Cash Till Account As with the Debtors account button, it is possible to call up transactions from a list by utilising the Cash Sales Nominal Account/s. Depending on how the system was set up, each till should have its own Nominal Current Assets Account. (If not, we highly recommend that you change this in order to give you more control over each POS unit). Click on the [Cash Till Account]. Now select the Nominal Cash till account from the available list that you would like to use in order to find the required Cash Invoice. In most cases the account should be under the assets part of the Trial balance, therefore the account should start with the account number 3 or with the prefix Cash Once located, double click on the account or click on the [Select] button. All the sales for that particular Cash Account will now be listed chronologically. You should now scroll up and down the transactions until you have found the required invoice to reprint.

60 444 Tip: Use the [Go Backward]/[Go Forward] and [Display Contents] button to locate the required invoice. Once located, press the [Print] button. The Printer Selection screen will now be displayed. You may now select either the [Slip Printer] or the [Invoice Printer] to reprint the Cash Invoice Reprinting a Date range of a Debtor s invoices Revelation allows you to reprint an entire range of invoices of a specified date per client. It may be that the client did not receive their statement for the month and require a reprint of the statement and invoices on the Statement. In order to reprint the range, select the [Reprint a Date range of a Debtor s invoices] button. Select the correct Debtor s account and then select the starting date that Revelation should use to include the invoices from. Any invoices that were produced on this date and onward will be included in this reprint. Now select the date that Revelation should use as the cut-off date on the reprint. Any Invoices after this date will not be included in the Reprint. You may also opt to Include [Yes]/Exclude[No] Credit Notes in this reprint run.

61 445 You will now have a final confirmation screen appear. To start the reprint, select [Yes]. To cancel, select [No] or [Cancel]. Tip: Make sure you have selected the correct printer & layout before you commence the reprint run ing a date range of a Debtor s invoices You may also a range of invoices for a particular Debtor s Account. After selecting the correct account, you will be prompted with the selection option. Revelation will use the default address that is assignment to invoices under the Debtors account control panel. You may change the address by simply overtyping the required address, or by clicking on the down arrow for a selection of alternate address. Tip: To type a message to accompany the reprint, tick the [Input a message..] option. Now follow the same steps as on Reprinting a Range (Point 4.6.4) Reprinting and Invoice, using an Order Number If you have the Client Order or Reference number that was used on the Invoice, you may search and reprint an invoice based on this information.

62 446 Simply insert the EXACT number as it appeared on the original invoice. Once it is located, Revelation will display the invoice on screen. You may now select to either [ ] or [Print] the required invoice Tip: When using this option and you select to print the invoice, you may further choose if the document should be an Invoice by selecting [Print Prices] or a Delivery note by selecting [No Prices] Tip: If the same Order number was used for multiple invoices, a selection list will be displayed.

63 Reprinting a Debtor Receipt When clients pay their accounts via the [Cash Received for a Debtors Account] button under the invoice screen, you will be issues a Receipt number. You may use this Receipt number to reprint the receipt on request, by either entering the receipt number and then pressing the [OK] button or, You may click on the [Reprint a Debtor Receipt] button. Now select the required Debtor s account that you would like to reprint the receipt on. A list of all the Receipts (and other transactions) will be listed. You may either highlight the required receipt and press the [Print]/[ ] buttons or, you may Add the receipt to a List to be ed by selecting the [Add to List..] button. This will place the receipt in a queue that may be ed after all the required receipts have been selected. Once complete you may click on the [ ] button. 4.7 Pro-Forma Invoices A Pro-Forma invoice is a Latin word that, loosely translated, means for the sake of form. This type of invoice is there for supposed to start or give a transaction form, In that it is a bridged or estimated invoice sent by a seller to a buyer in advance of a shipment or delivery of goods. It notes the kind and quantity of goods, their value, and other important information such as weight and transportation charges. Pro forma invoices are commonly used as preliminary invoices with a quotation, or for customs purposes in importation and are very popular with the Banks in order to generate the paperwork for loans. They differ from a normal invoice in not being a demand or request for payment. In Revelation, Pro-Forma Invoices do not affect stock or the GL in any way. Legally, they do not even attract a document number and are therefore not considered a true accounting document. For this reason, Pro- Forma invoices are NOT listed under the Debtors account. Nor can it be reprinted from the Debtors Master Files.

64 448 To generate a Fro-Forma Invoice, the user may click on the [Pro-Forma Invoices]. Process the Pro- Forma Invoice; just as you would a normal Invoice (You will notice the only difference is the word Pro-Forma on the top Middle). Once the invoice is complete, the following options screen will be displayed. These options function in exactly the same way as with the Pre-Receipts option screen as described in point Tip: To Reprint a Pro-Forma Invoice, process a new Pro-Forma Invoice. Under the Order No. option, select the [Pro-Forma] button. Now select the existing Pro-Forma from the list. (Use the [Display Invoice] button to select the correct document. In essens, you will be importing the exisiting Pro-Forma Invoice into a new Pro-Forma Invoice. 4.8 Line-up Invoices When changing paper on a printer or were printers have been replaced, it may be necessary to print a Dummy invoice in order to make sure that the Invoice paper line up to the printer. The same goes for when new layout files have been created and the user would like to make sure that it is correct and contains all the relevant information. Simply hit the [Line-up Invoice] button. This will print the line-up document. Repeat the process until the invoices are correct for the main invoice run to start. In the event that a Slip printer is also attached to the Terminal, Revelation will give you the option to choose between the [Invoice] and the [Cash Slip] printer. Tip: Do the line up each time before a large invoice run such as Recurring Invoices. This may save you lots time and frustration later on.

65 Cash In/Out of Till This option allows the till operator to remove funds from their till during normal operating hours. Management may collect till overflows from the operator. In order to still balance at the end of business, the user must Cash Out the funds. The same goes for when new funds are introduced from the back office. You may now select either the [Cash OUT] or the [Cash IN] option Cash Out Cash should only be removed from the Till then you have a Cash overflow. Under special circumstances, when cash is removed for any other reason, a cash control slip should be inserted into the till in place of the cash. This slip should then be treated as cash until the back office disperses it to the correct expense account. When taking cash out of the Till, you will have to provide a unique Reference code (1). This is to audit and reprint Cash-out transactions. Next you will have to provide the amount (2) that is being withdrawn from the Till. Now specify if the amount has a VAT component to it (Y/N) (3). This should almost never be the case as slips paid from the till should rather be handles by the back office via a GRN or Cash Journals. You may now enter a Narration (4) to the Cash out in order to serve as a reminder when cash outs are audited, or where correction journals need to be done. You may also reprint a Cash-out Journal by selecting the [Reprint old] option (5). When selecting this option, a list of all the Cash-outs will be displayed. Click on the correct Cash-out Journal and then press the [Select] button. Tip: To post Cash-out amounts to another account other that the Till Suspense account, you may create an.ini file. See: Chapter 31 or visit the website at under [Custom Modules] option 43.

66 Cash In This option functions the same as Cash-out and, in theory, should only be used when extra float is introduced to the till. Use the Till Control/Suspense account to post any other income into the till. As with Cash out, you may create an.ini file to allow postings to other accounts. Tip: You may introduce an.ini file that will enable a button that allows the till operator to post Journals directly into the expense accounts. This is not recommended as all expenses should be posted from the back office. Once the.ini file is present under the Revelation folder, the following option becomes available Till Options Once a till session of over, the person responsible for that session should report their responsibility to management by ways of a cash-up. As Revelation caters for different scenarios, you will find three different settings under the Till options button. From this menu option you may choose to either (1) perform a Day-end Cash-up, (2) Change Users in the event that shifts are run or, (3) Swap Warehouses in order to invoice from another warehouse without having to exit Revelation and then select another Warehouse (This option does not allow you to invoice from multiple warehouse to a single invoice There is a special invoice module for this. See: [Custom Modules] for more information on this feature Cash Up Each user in control of a till must perform a cash-up on a daily basis. Failure to do so will support a weak management control that will soon lead to abuse. Honest workers could be assisted in becoming dishonest. It is your duty to make sure that does not happen. Each operator should have a cash-up procedure that will make then accountable. You will notice that each operator has both a User name and a date attached to their cash-up. Once the cash-up is complete, the results will be transferred to a central Control account (Till Control Account) per user per date. The option to print the cash-up results will also be given. Once there Cash-up is complete, the operator should sign off the result in order to be released from the responsibility of the tenders they have taken for the day.

67 451 Each user should have their own cash till account, in order to assure that they do not blame each other in the event that there are shortages. At day-end these accounts should be cleared into the control account. This is what the cash-up does. At day end, all the different tills tenders are added together and then sent to the Till Control account to be dispersed. Tip: If required, the operator may visit any day s Cash-up by clicking on the down arrow next to the date. Warning: Once Cash-up has been run, you may NOT continue with sales for that day. Rather change the date to the following day and then continue sales.

68 452 Step 1: The first thing to do once the Cash-up button is pressed, is to count the different tender types. Revelation has a built-in Coinage counter that allows the users to count the coinage and notes. THIS SHOULD INCLUDE THE CASH FLOAT. Once all the float has been counted, you may press the [Close] button. In future releases of the program, we will have an option to NOT display the Cash Total as per Revelation Till Totals as this is in my opinion a oversight. Users should not see what cash must be present in the till. Some users may remove overs. If this option is to be removed, please change the Settings under the User Preferences. (Please phone support in order to find out more about this development. Once the [Close] button is pressed, and the cash did not balance to the Revelation totals, a warning screen will be displayed. You will now have the option to either recount the cash by pressing the [Yes] button or you may except the totals as they are by pressing the [No] button. when taking in cash). Step 2: If you still do not balance to the Hash total, Revelation will then place the balance in e memory slot. Once the Till totals are transferred to the Till Control account, the difference will be placed in a Unders or Overs account. The idea is that users will have to pay in the difference once a month (as it is part of their duties no be accurate You now have to transfer the cash out of each users Cash Accounts to the Till Control Account. This may be done in two ways. The first is a manual process that requires knowlage of the Trial balance. The second (and Recommended method), it the Automated transfer from the Cash account to the Till Control account. Step 2a: press [No]. This method requires that the till opperator is either assisted my management or has knowlage of the Trial balance. Once this option is selected the user will be presented with a selection warning screen. To continue the manual cash transfer, select the [Yes] button. To cancel,

69 453 You will now be presented with a Till Journal Transfer screen. From here you may select up to six General Ledger accounts to utilize in dispursing the tender types. You will also be presented with the amount that should be dispursed. Call up and enter each GL account and the amount that will be transferred to that account. (You may deside to place the cash in the Petty Cash, then call up the GL for Petty Cash and the amount that wil be placed in the Petty Cash box). Once the amount Total entered so far is equal to the Amount to be Journalised, you may press the [Save] button. Tip: You may also use the [Automatic Transfer] button to move all the tenders to the Till Control Account. Once the journal has been written to the selected account, a confirmation screen will be displayed. Now print the totals in order to keep record of the cash-up results.

70 454 Step 2b: This is the intended, preffered method to dispurce a Till opperators tenders. The premis is that the Cash should not be dispursed by the Cashier, they should just count and then Transfer the tenders to the back office. It is the duty of backoffice personel to make decisions on to dispursement. Once the Cash has been counted, simply hit the [Auto Transfer...] button. Once in the back office, it should be reconciled and the dispursed. To continue, click on the [Yes] button. Once the Auto Journal has been completed, a confirmation prompt will appear. In the background, you will notice how the journal was done. If the opperator was under or over, a Journal will be made to the Unders & Overs account. As an Audit precaution, we recommend that you print each Cash-up and file it for futures use.

71 455 Hot Tip: The Back Office may complete the Cash Reconsiliation by using the Audit Report option. This option will allow you to check the daily sales per Till or User, or they may be combined to determain the total sales of the tills combined. The follwing options will be availible. To find out more about the Back Office Cash Reconciliation, please see Chapter 14 Frequent Report Audit Swap User / Shift Change This is a very cool feature in Revelation. It allows multiple users to use the same till hardware but run their own shift. These shifts may be short (lunch break) or long (full weekend) shifts. Each user will then be able to produce their own Cash-up once their shift is over. This feature was originally written for the Fuel industry where users would have a shift change late at night. Simply crate a new User name for each operator and then set up all the required features (including the POS, Float and permissions). When one user takes over from another, simply click on the [Change User] button and then removes the Till insert and content. The new user will then insert their own insert.

72 456 Now simply select the new user that will be starting the shift. Tip: When doing cash-up for users that use the same hardware, remember to change the user back to each user that worked on this till being reconciled Swap Warehouse This feature is only available when the Warehouse option is enabled. See: Chapter 26, System Preferences >> Warehousing. When Warehousing is switched on, you will be allowed to keep stock in different locations and also sell them from these locations. This however requires you to change the warehouse each time you want to invoice from another warehouse by login out of the one warehouse and then logging into another. If however the correct options are enabled, you will be allowed to Jump between warehouses. Please Note: You may NOT invoice from multiple warehouse onto one invoice (as it usually does not make sense from a control perspective). You may however purchase the Multi-warehouse Sales module that will allow this. Once selected, simply select the new warehouse that you would like to Jump to. Remember to change back to your local warehouse. Warning: This option is not advices because you cannot control stock that is not under your local control.

73 Select Another Printer This option allows you to change the original printer that was selected when you entered into the Invoice module. Simply click the [Select Another Printer] and then select from either the Draft or the Letter Quality Printers Lock Down Terminal This option allows the till operator to leave the till for breaks (like bathroom breaks) whilst securing the till operations. Simply click the [Lock Down this Terminal] button. The terminal will then freeze up until the user enters their standard log in password. This feature assumes that you have a have an active user name and password. If not, the system will not lock down. To enter a valid password for this user, go to the User Preferences option and select the password tab.

74 458 Now enter a valid password for this user. Please take care to remember the password entered. Passwords that are lost may be retrieved from Revelation, but only once the relevant processes were followed. This could be a tedious process Import Sales Order into Invoice This option allows for a store to have multiple Sales Counters but a single Pointof-Sales area. A good example would be a hardware stores (were goods are simply not able to be dropped in a trolley. Think of Bricks and plumbing). The process should then be as follow. You will open a Debtors Accounts Called Cash Sales or a derivative thereof. The first assisting clerk will ask the client if they have a counter Order. If no order has been issued, the clerk will open a Sales Order and issue the customer with an order number as well as then add the items that the client requires. The Client will then move around the store to the various Counters and departments. Each Clerk will in turn call up the Sales Order and add goods to it. Once the client has finished his shopping, they will be directed to the Point-of-Sales Area where they will present the order number. Revelation will then call up the order and change it into an invoice. Tip: Use a Barcode Printer to print a Barcoded Orer number. When the client arives at the counter, simply scan the barcode into the system.

75 459 5 Point-of-Sales Besides the normal Sales Invoice screen, Revelation also offers the option on some of the bigger packages (Small Business and up) to switch to either a Touch Screen POS or Supermarket POS. To enable either, simply go to the Terminal Preferences options and then select the Point-of-Sales option. Now select the required POS Module and the save your selection.

76 Touch Screen POS The name could be a bit misleading as it can very well be run without a touch screen. Simply use your mouse to click on all the options that requires a touch input. This module was written for Fast and straight forward environments were speed if of the essence. Although it was not intended to serve as a Restaurant Manager, it currently services multiple Coffee and other quezon stores. This point-of-sales Modules success, mainly reply s on the pics and Category options in the stock files. Make sure that every item that is going to be sold has a Picture attached.

77 461 It is also advisable that you create a stock category for each group of items. Revelation will then create the layout for you based on this information. How easy is that? TIP: Items that you do not want to display on the POS should be changes from POS items to non-pos items. Simply call up the items that you would like to remove from the POS Screen and then, under the Control page, tick the option that states This is NOT a POS (Saleable) item The Selection options Screen When using the Touch Screen POS, you will notice that no other Revelation functions, such as the Super Menu, are available. The thinking is that your POS should be a quick uninterrupted environment. We also don t allow for line discounts and price amendments. If you require these options, rather use the normal Cash Sales function with the Visual PLU option enabled (See: Chapter 26 User Preferences). You may activate any of the available options on the screen by either touching the screen (in you are using a touch screen hardware monitor), or simply click your mouse on your required selection New Cash Sales Touching/clicking this button will initiate a new cash sale. You may now use one of three methods to call up the stock that is required. Once you have activated the [New Cash SALE] button, the POS Sales screen will appear.

78 Sales Screen This is the main Sales Screen from where you may use various options to search for and add items to the sale. Please note that you will not have all the functions of the normal Sales Invoice screen, such as Odd items, Price change and Orders & Quotes import available on this screen as it was intended for a true POS environment such as Fast Foods and Retail stores. Tip: once an item has been placed on the sales screen, you may remove it by clicking on the [Void] button. This button does not appear unless you have active items. You will also note that there is a keypad on the bottom right of the screen. This is to assist in calling up stock, entering and edit quantities, as well as clearing and deleting data from the sales screen. Use the [-/+] button to call up an item and then change it to a negative stock item (Credit) in the event that goods are returned on the same invoice that you are booking out. In a bottle store, the client may have returned some emties for credit. Instead of producing a refund, you may extend credit on the empties by marking them as [-] sales Barcode Lookup If the item that you would like to call up has a barcode on it, and the barcode is present on the barcode field under the stock MasterFile, you may use a barcode scanner to search for and call up the required item. Please note that Revelation will also recognise stock codes that have been printed as barcodes. (See: Chapter 18 on Stock Reports>> Stock Labels)

79 Stock Search You may also do a manual search for the required items by clicking on either the down arrow next to the item code option, or by clicking on the blank space to the left of the arrow You may also simply entre the stock code (or part thereof) and then press the enter button. If the entire stock code was entered, you will be transferred to the quantity screen. If not, the following options screen will be displayed. From here you may scroll up or down the list, or start typing the reset of the code. Revelation will then search further through an Incremental Search: Other options available on this screen will include displaying the items picture to the client, looking at alternative stock that is linked to this item as well as starting a new search. The new search will include a very Powerful [Pattern Search], where Revelation can use a host of options to find the required item: The pattern search looks for any pattern that was entered in the search box that will match up to any of the following criteria fields in order to locate the required stock items: This will include up to 5 Suppliers stock codes. When creating a new stock item Revelation allows you to enter a unique stock code for each of the suppliers. We highly recommend that you keep information like this current as you will find all sorts of advantages to this practise (like Auto-Orders for instance). Cross Indexing is another unique feature to search by. You may links items together that perform similar tasks for instance. (The Pink and Yellow soap bars in a grocery store). One of the most powerful search options under the Pattern search option is by far the NOTES field. You may write a book length of information under here. This is very helpful if your suppliers use multiple codes for the same item. You may also use long descriptions and unlimited characters. E.g. 551v78g5rrg6854dd25487g (Revelation will find it).

80 PLU Lookup This amazing feature allows the user to lookup stock from a category bank that was created when the stock categories were setup. Each of the items under the category will be displayed under that category bank. If the item has a picture attached to it, the picture will also be displayed. You may have unlimited Categories under the category bank as well as unlimited items per category. Simply scroll between the various items by using the up and down arrow keys on the right. Once the PLU bank has been activated, it will remain active until you press the Exit button Selecting the Category Banks The Category buttons are derived from the Categories setup in the stock MasterFile. They get transferred into the Category Bank automatically. Use the up and down arrows to select the different banks. You will have as many buttons as what you have categories under the stock Categories Selecting the PLU items The PLU items will also be derived from the stock file. Those items with pictures attached will be transferred to the PLU bank. If no pictures are present, the name will appear instead. Items that you do not want listed on this grid should be marked as non-pos.

81 465 To add the item to the invoice simply tap the screen or click the mouse on the picture. may repeat the same item to the invoice by clicking on it repeatedly. You may also move the picture bank up and down by clicking on the up and down arrows. You Extra Options Voiding a Sale To remove an item from the invoice you may click on the [Void] button. A highlight will appear on the bottom line item. Use the up and down arrows to move to the line that you would like to void. Now click on the [Select Line to Void] button. The line to be removed will be displayed as an additional line with a minus on the quantity. The entire line will be removed, you will not have the option to amend the quantity. To cancel the void option, click on the [Cancel Void] button Finishing a Sale To finish the sale and move to the Tender options screen, click on the [Finish button. The Tender screen will now be displayed Tender Screen Once in the Tender Screen, the Total Due will be displayed. You may now accept the tender from your client. Depending on the tender offered, fill in the correct amount offered under the corresponding tender. If the client offers the same amount as the Total Due, then you may tap the [Same] button. You may also delete parts of an incorrect tender by using the [Del] button. To clear the entire tender, click on the [Clr] button. This will remove the entire amount in order for you to re-enter the tender from scratch. The system is automatically set to except mixed tenders. Please note that by default, EFT s are not usually POS tenders.

82 466 Tip: To switch this option on go to User Preferences >>POS Debtors Account To convert the POS invoice to a Debtors account simply click on the [Convert to a Debtor Sale] or the [F7] button. This is very handy when staff wants to purchase on their accounts without having to use the normal Invoice module Cash Refund The Cash Refunds work exactly the same as the New Cash Sales. The totals refunded in this way will be removed from the Cash-up and Cash Sales account Process Debtors Payment Debtors may also pay account at the POS unit. Simply call up the Debtors account as per the normal criteria. Once located the normal POS tender screen will appear Cash IN or OUT of Till Cash IN and Cash OUT should strictly only be used to take out surplus cash or to add new cash floats. To take cash out of the till, click on the [Cash OUT] button. To return cash to the till, click on the [Cash IN] button.

83 467 Once their, insert the Ref. Code, the amount that you are removing as well as a valid Narration for the Removal Tip: You may also reprint previous Cash IN s and Cash OUT s by clicking on the [Reprint old] button Print Till Totals / Cash Up Once the sales day is over or a shift has ended, the operator needs to do a Cashup. Once the [Print Till Totals / Cash Up] has been pressed, the following options will be made available. On the Right you will be presented with all the Tender values and [Total in Till] values. You may also choose different days Totals by clicking on the Down arrow next to the [Posting Date]. To assist in the cash-up, Revelation has a built in Cash Calculator. This will allow you to only enter the amount of each coin and note type; you will not have to add the totals together into the total value. Revelation will do this for you. (See the Cash-up procedures on Sales Invoices)

84 468 This allows advanced users to transfer the money in the Cash Accounts to different General Ledger Accounts. (See the Cash-up procedures on Sales Invoices) This option allows all the tenders to be transferred to a single Till Suspense or Control account. From here the back office may disperse the tenders to the different General Ledger account. The cash calculator is crucial to the success of the auto transfer as the under s and over s will be posted based on the Cash Calculators results. You may also swop users in the event of a Shift Change required. This will call up a list of all the available users. This is handy when doing Shift change Cash-up s. To print a cash-up result, you may simply hit the [Print] button. This will give you the option as to which printer to print to [Slip] or [Invoice] Printer. To exit the cash-up option, click on the [Cancel] button or press the [Esc] key on the keyboard. Tip: You may also press the F keys on the keyboard to call up selected options Reprint the Last sale You may reprint the last sale that has just been processed. This is important when you have selected the option to not print the Cash Sales initially but the client now requests a printed copy of the document Switch to another Cashier In today s busy world, many environments have extended shopping hours. This often requires Shift changes. Use this option to call up another user to take over the Cash duties on the till hardware. Once pressed a list of users will be displayed Lock If the active user has a password, the user may lock the till when going on breaks. To unlick the till again, simply enter the normal user password as entered when the shift started.

85 Super Market POS This module has been developed before the new Touch Screen POS module. Although not as sophisticated this is an ideal module for Supermarkets and Retails stores. The workings of this module is very similar to the Touch screen module except for the way in which the PLU keys and visual PLU s are set up. To setup the visual PLU keys will only fuction on resulition settings of 1024 x 768. To activate the visual PLU keys select the User Preferenses and the select the POS tab. Now look for and set the use Visual PLU buttons in... to either [POS] or to [Both Invoice + POS] You will now have access to the visual PLU buttons whenever you invoice. Depending on your settings, the Visual PLU s will also be available on the normal invoice screen.

86 470 To setup the visual PLU buttons require a manual process. Each bank may have its own Category name (al-beat limited in length) as well as its own programmed item buttons and pictures. To set the Visual PLU buttons go to the General System Preferences >> PLU Keys. Now select the [Setup/Amend Visual PLU buttons]. You will now be able to select between 10 different category banks. These banks may be named as required. Each Category bank may also have up to 15 Stock codes attached to it. To set up the PLU Group, click on the Group button that you would like to rename and then rename it under the Current PLU Group section. If it does not take the first time, redo the renaming. You may also give the Group a friendly name on the longer space provided. Once done, you may now program each of the available 15 PLU buttons by clicking on them one by one.

87 471 The group name will be displayed. First click on the Stockcode dropdown and then select the stockcode that will be adding to the PLU button. Tip: The Stock code may not save if you have not first saved a proper name for that PLU group. If not, a warning will be displayed. Now you will have the option to attach a picture to the selected PLU button. Please note that the PLU picsturs must be 165 x 90 pixels in size and seved under the PluPics directory for that company.