Point of Sale Procedures Quick Reference Hard Copy Not Controlled Controlled Copy Available On-line
Table of Contents How To Charge to Charge Accounts... 1 Closing an Open Check... 2 Creating a Recipe... 3 McMurdo Store -- End-Of-Month (EOM) Negative Numbers Adjustment... 4 Entering Inventory and Receiving into Micros POS... 7 Basic steps in the process:... 7 Returning Inventory through Micros Receiving Module... 11 Spoiling Inventory (Waste)... 12 Micros Sale Pricing Procedures... 13 i
How To Charge to Charge Accounts At the Main POS Sales Screen: Ring up the items you want to charge. Press the COMMON CHECK FUNCTIONS button. Press the CHARGE ACCT button (square button). A keypad screen will appear. Enter the amount of the transaction using the numbers across the top. Don t forget the decimal point and cents. Press ENTER. An Accounts screen will appear. Press FIND (press only once) to activate the account list. Press FIND NEXT to start scrolling though the accounts. Once you arrive on the account you want to charge to, press SELECT. A small window will appear with the account listed. Highlight the account, then press ACCEPT. Drawer will open. Close drawer and hit the CUSTOMER RECEIPT button immediately (once you make another move, you will no longer be able to print a receipt). DONE. 1
Closing an Open Check At the Main POS Register Screen: Press the COMMON CHECK FUNCTIONS button. Press the PICKUP OPEN CHECKS button. Select the open check you want by pressing the corresponding button on the screen. The check number will appear in the upper left hand part of the sales window. Press the PREV button to go back to the previous screen. Close the check by entering 0.00 on the keypad, then press the CASH button. A receipt will print out, attach it to the Open Check report. Repeat steps for other open checks. 2
Creating a Recipe This makes it possible for one or more items to be linked and sold from inventory in one transaction, using one menu button. Inventory items must be created for each item. Also, a menu button must be created for the items you want to sell together (example: Ornament and Box). Go to: PRODUCT MANAGEMENT screen, SETUP, then RECIPES. On the GENERAL TAB: Click + to create a new list item. Write down the new 6-digit number for reference. Click in the NAME field to highlight, then enter a description. Use a + symbol at the front to indicate it is a recipe. Make sure the description accurately describes the items that are being sold (example: Ornament and Box). Click the cursor in the NAME 2 field. The field should automatically populate with the description you just entered on the left. Make sure RECIPE TYPE is SERVING RECIPE. On the INGREDIENTS TAB: In the INGREDIENT field, click once or twice to pop down the menu. Enter first item. Tab over to enter QUANTITY. The UNIT field will update automatically to EACH. Click to SAVE, then click + to add another line. Repeat for all items. Ignore the ADDITIONAL COSTS and CALCULATED COSTS fields. When finished, exit window. Go back to PRODUCT MANAGEMENT screen, then SETUP, then RECIPE/INVENTORY ASSIGNMENT. In this step, you are linking the menu button to the inventory recipe you just created. On the left side column, search to find your menu button item (this column lists menu button descriptions, not inventory item descriptions). Highlight it. On right side column, click in the first blank field, a drop down menu will appear. Type in the RECIPE NAME, starting with the + symbol. When the name pops in, click on it to highlight, then click APPLY TO ALL. It saves automatically. Exit window. PERFORM A TEST: Go to POS register screen, do a PRICE LOOKUP, then ring up the item using the button that corresponds to your items. Make sure it rings up properly. 3
McMurdo Store -- End-Of-Month (EOM) Negative Numbers Adjustment Every month, the Recreation Accountant will generate a list of Store inventory items that have negative inventory quantities. These must be fixed before the EOM period closing can occur. The date that is on this list is the date that the inventory numbers need to be fixed. This is considered the period closing date or EOM date. 1. The first step is to determine what the correct balance was on the period closing date. Follow these steps: A. Print a STOCK ON HAND report for today s (current) date. REPORT EXPLORER STORE REPORTS folder STOCK ON HAND STORE For the report, select all the items on your negative balance list FOR THE CURRENT (Today s) DATE. HINT: Select the first letter of the item, then use Page Up or Page Down keys to move through the list faster. Use arrow keys to scroll down one item at a time. B. Take an actual physical count of the items on the list Go out onto the floor and/or stockrooms and take a careful count of the items. Be thorough. C. Determine the Variance The variance is the amount the negative balance must be adjusted by. Calculate the difference between the physical count and the quantity on the Stock On Hand report for the current day. The resulting number is the VARIANCE. Example: Recreation hands you a negative numbers list that has Cheetos on it at a quantity of 5. The Stock On Hand report for Cheetos on today s date shows a quantity of 10. The physical count you just did shows there are 20 bags on the shelf. The difference between the physical count (20) and the current Stock On Hand report quantity (-10) is 30 (20 minus neg. 10 equals 30). Your variance is 30. Apply this variance number to the number on the original negative numbers list in this case 5. This would make the correct inventory quantity (on that EOM day) 25. -5 plus 30 equals 25 (25 is the correct count for the EOM day) Use the above example to calculate the variance for all the items on your list. Now you must manually reset the count to fix the quantities in Micros. 4
2. Reset The Negative Counts A. Create a Count Task List set up a temporary count list with all the items that need to be adjusted. PRODUCT MANAGEMENT SETUP INVENTORY COUNT TASKS Use the pre-existing count list that has been set up for the Store called Adjust Month End Store. Highlight it and click MODIFY. In the INVENTORY COUNT TASK SETUP screen, change the filter to INVENTORY ITEMS. The box on the left of the screen is all inventory items in the system. The box on the right is the list of items you are going to adjust. If there are some existing items on the right side, remove those first by highlighting them and using the red arrow to move them over to the other side. Then, select your adjustment items on the left side and move them over to the right using the red arrows. Hint: To quickly select items on the left, start typing the item name it will automatically pop down to the letters you type. Once all your items have been selected, click OK and a new count list is created. Click CLOSE to return to the PRODUCT MANAGEMENT screen. 3. Enter The Correct Counts PRODUCT MANAGEMENT INVENTORY ENTER COUNTS Select ENTER A NEW COUNT, click OK Select ADJUST MONTH END STORE, click SELECT VERY IMPORTANT! Change the date in the upper right to the EOM day (the date on your original negative numbers list sent from Recreation). Enter the correct number in the blank field for each item. Double check to make sure it s all correct. Select PREVIEW, then click on the printer icon, click OK to print out a copy (very important to print this out). IMPORTANT! Verify that the date on the INVENTORY COUNT VARIANCE PREVIEW is the EOM date and not today s date (unless they are one in the same). 5
4. Reconciling the Inventory Count To reconcile, click CLOSE, then SAVE, then choose NO when it asks if you would like to reconcile. Next, go back to the main PRODUCT MANAGEMENT screen, press INVENTORY ENTER COUNTS UPDATE/MODIFY AN EXISTING COUNT. Highlight the inventory account task you wish to reconcile in the list and press the RECONCILE button. The count task will disappear from the screen. Click CLOSE to finish. Note: To save the Inventory Count without reconciling, select SAVE, then choose NO when it asks if you d like to reconcile. To reopen the count, got to PRODUCT MANAGEMENT INVENTORY ENTER COUNTS UPDATE MODIFY AN EXISTING COUNT. Alternate Reconciling Method: PRODUCT MANAGEMENT INVENTORY RECONCILE COUNTS 5. Last Step Run a New STOCK ON HAND report for current date. Quantity should equal your current inventory count. Staple all documents together in sequential order, put your name and date the paperwork and file. Email Recreation Accounting person to let them know it has been completed. They will not be able to complete their End of Month until the Store s negative counts have been corrected. 6
Entering Inventory and Receiving into Micros POS Basic steps in the process: A. Put item in inventory (Product Management screen) B. Put item on the POS menu (Configurator screen) C. Link the two together (Product Management screen) D. Begin receiving process: Create a Purchase Order (Product Management screen) E. Receive the Purchase Order F. Approve the Invoice G. Assign a bar code (pre-existing or assigned) to the item Codes for Entry into Micros POS Jay 22917 Kelly 1366 A. Putting Items Into Inventory (new item) PRODUCT MANAGEMENT screen Setup Inventory Items Double check to make sure the item is not in the list already, very important! Search by section (souvenirs at top, food towards middle, non-foods and clothing last). Select last item in section to add to. Click + to add, blank field will insert below last number. Click on Record View tab. Type in the new name for the item in the left hand column (write the item # on the TCN for reference). Capitalize each word and use a dash with one space on either side to keep the format the same. Click on the Name 2 field, the information should just pop in. Note: if reusing a number, you need to type the item name manually into the Name 2 field. Cost put in our cost (on TCN) or look in the Mapcon record to get the price. retail price Make sure the Inventory Item bubble is checked Leave the date alone UNITS TAB Each retail (all 4 fields) CLASSES/GROUPS TAB Default inventory item store 7
Item Class sold as retail Very important! Otherwise you won t be able to link a barcode to the item! Inventory Cost Group - select drop down. Default Cost Center always store. Click on the green check mark to save. B. Creating A Button For The Item On The POS Menu Screen POS CONFIGURE Screen Menu Items (scroll to section where you are going to use your item #). Select last item in section highlight it. F5 to copy. F6 to paste (pasting will create a new blank record and paste info into it). Edit info in the new record to reflect the item you are entering. PLU put in four digit barcode number PRICES TAB enter price 10 times in fields. Save by clicking green check mark. Ignore all other fields at the bottom. C. Link The Menu Button To The Inventory Module PRODUCT MANAGEMENT screen: Setup Recipe/Inventory Assignment. Find item (scroll by number). Select item. Highlight first line of Recipe/Inventory item, double click for drop down menu. Find item on the list (will be the same format as in inventory). Click Apply to All button (it automatically saves). D. Receiving Into MICROS: CREATE A PURCHASE ORDER (PO) PRODUCT MANAGEMENT screen: Ordering Create an order Order Name: type in TCN number (last 8 digits with dash). Place Date and Delivery Date: use drop-down calendar and pop in today s date on both. Item (type in first few letters to go to required entry). Note: if items are under the same item code, but different prices, it must be received separately. Unit: each. Order Quantity enter number of units on TCN. Price: (our cost, look in Mapcon). 8
Cost Center: Store. Vendor: Get from Mapcon or look on TCN to see if it s written on there. When done, click PLACE ORDER. Click IGNORE when message pops up. Double check your info to make sure it s correct on the Completed Orders Screen. Click APPROVE, then CLOSE. The PO will print to the printer. Write Received into POS, your name and date under the Comments section of the PO, sign your name. Staple the PO to the back of the TCN. E. Receiving Of The Inventory PRODUCT MANAGEMENT Screen: Receiving With Purchase Order. Highlight PO line, then click SELECT. ID: type in the TCN number (8 digits with dash. If no TCN # is available, put some other identifying info in this field). Check the Received Box this will make the TOTAL field turn red. YOU MUST PUT THE UNADJUSTED TOTAL NUMBER IN THE RED TOTAL FIELD! Click SAVE, then CLOSE. F. Final Step In Receiving: Reconciling PRODUCT MANAGEMENT Screen: Invoices Approve Invoices For Payment. Click in Approved box (make absolutely sure your info is correct because after clicking approved, you cannot go back and make changes). Click SAVE and the PO will disappear from the screen. Final thing: highlight the first line of each item on the TCN with highlighter pen to let others know those items have been received into inventory. G. BARCODE (assigning a 4-digit barcode number or using an existing barcode on the packaging) POS CONFIGURATOR Screen 9
Click on BARCODES button. Scroll down in barcode view to find the last barcode used (goes in straight sequential order). Go back to Number View, scroll down to last # before current product number. Highlight it. Click on the + symbol to add a space in. Type in the new barcode number. Under menu item dropdown list, type in the product number and select the correct item. Ignore the rest of the fields. Click the green check mark to save. Note: For barcodes on packaging, scan it and see what number comes up on the screen. Use that number when entering. Sometimes it will differ slightly sometimes there is an extra number in the front, extra zeros in the middle or a number left off the end. DONE! How to change the price of an item that is already in the system POS CONFIGURATOR Screen: Menu Items button Scroll to find item by number or name. PRICES tab, click in first fixed pricing field. Put in new price, tab 2 times. Repeat 10 times Click on green check mark to save. WRITE PRICE, BAR CODE AND SYSTEM NUMBER ON TCN! 10
Returning Inventory through Micros Receiving Module This is the only way to correct a wrong cost that s been entered through the receiving process. The items must be returned, then re-received with the correct cost. 1. PRODUCT MANAGEMENT SCREEN RECEIVING ITEM RETURN Vendor: Use Correct Inventory Errors. ID: Something short to identify the transaction such as the item name Fill in ITEM, COST CENTER is Store, QTY TO BE RETURNED AND PRICE (COST) *Note, the cost entered must be the same as what was initially received. Click SUSPEND (NOT SAVE!). Access Suspended Receipt through the REPORT EXPLORER menu. It s at the bottom of the list of reports will the other Store reports. This step must be done before proceeding! Contact the Recreation Accounting person to print out the suspended receipt that is the only terminal that can currently print these transactions. Must print this out before proceeding to the next step. 2. PRODUCT MANAGEMENT SCREEN -- RECEIVING COMPLETE SUSPENDED RECEIPTS Highlight the receipt you want and click SELECT. Enter the UNADJUSTED TOTAL (upper right corner) in the TOTAL box (middle). Note: The unadjusted total will be a negative number, make sure to enter as a negative number. Click SAVE, then CLOSE. 3. PRODUCT MANAGEMENT SCREEN -- INVOICES APPROVE INVOICES FOR PAYMENT Click inside the APPROVED box until there is a checkmark showing. Click SAVE. 4. Run a STOCK ON HAND or INVENTORY TRANSACTION report through the REPORT EXPLORER. Attach the SUSPENDED RECEIPT printout to the report. 11
Spoiling Inventory (Waste) There are two ways to spoil out inventory. One is at the POS sales screen and the other is through the Product Management screen. The advantage of using the Product Management screen is that you can print it out. At the Main POS Sales Screen: Press the COMMON CHECK FUNCTIONS button. Press the BEGIN WASTE CHK button. You will see Chk 9999 in the upper left corner of the screen in red. Scan or enter all items. Press Previous Screen then enter the TOTAL on the numeric keypad and press CASH. The register drawer will open and a receipt will print. IMPORTANT NOTE: DO NOT try and void an item from the waste check once you have started this will really mess things up! Enter things carefully and get it right. If you make a mistake, just proceed, then correct the error by manual inventory adjustment. At the Product Management Screen: Select INVENTORY DECLARE ALLOWANCES Declaration Date: usually today s date Enter item using the pop-down menu (use the TAB key only to advance to the right). Enter QTY (TAB). Under allowance, use the pop-down menu to enter WASTE. Under reason, type a short reason for the spoil. Click PRINT, select DECLARED ALLOWANCES. After printing, select CLOSE, then SAVE. FINAL STEP: After each, run a STOCK TRANSACTION report to make sure items were taken out of inventory. Another way of viewing the waste transaction: PRODUCT MANAGEMENT SCREEN, select INVENTORY, then MODIFY ALLOWANCE. Waste transactions will be listed on that screen. 12
Micros Sale Pricing Procedures 1. Take a deep relaxing breath 2. Log onto POS Configurator from Micros. 3. Check to be sure that the Sales tab is open. 4. Choose the Menu Items tab, Record View. 5. Scroll or Page Down to the desired item.. 6. Select the item. Sort by Name or the six digit Number descriptor. 7. Move to the Prices tab. 8. Change the price to the desired sale price only on the Fixed Pricing column. Tab through the form to enter the price 10 times. 9. Choose the effective date (and if the price change is for a specific time period an end date can be entered). 10. Save the changes by clicking the green check mark near the top of the window. 11. You re done! 13