Contents - MicroBytes

Point Of Sales Module
Contents
Point Of Sales Module ............................................................................................................ 1 Pointe of Sales......................................................................................................................... 2 The Screen explained .............................................................................................................. 3 Accepted methods of payment ................................................................................................ 4 Discounts................................................................................................................................. 4 Checks ..................................................................................................................................... 4 Adding / deleting items on an invoice .................................................................................... 5 Taking customer information .................................................................................................. 6 Selecting a Corporate Client ................................................................................................... 8 Adding a memo ....................................................................................................................... 9 Sale at cost to employees ...................................................................................................... 10 Toggle multiple invoices....................................................................................................... 11 Manager passwords ............................................................................................................... 11 Final Sale Items..................................................................................................................... 11 Product 5000 Button ............................................................................................................. 12 Price-matching ...................................................................................................................... 14 Customer wants a deal .......................................................................................................... 14 Selling an Item that’s in an Advertisement ........................................................................... 18 Selecting the appropriate salesperson ................................................................................... 19 POS Calculator...................................................................................................................... 20 American Money .................................................................................................................. 22 Cash Rolls and Inks .............................................................................................................. 24 Change Box ........................................................................................................................... 24 MicroBytes | Cash Guide by Amy Grauer 1
Pointe of Sales
1. Tendering takes place via the POS screen in Manage
2. From the main screen, click Point of Sales
3. See below for details
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The Screen explained
1.
2.
3.
4.
5.
6.
Quantity field (Quantity being sold)
Barcode field (scan the barcode of the item being sold)
Toggle between customers. Can have up to 5 different invoices being created at a time.
Employee who made the sale
Employee who sold the Micro Plan (if it differs from the employee who sold them item)
Station or cash number. This can be changed (Main screen Æ System Tables Æ Station
No)
7. Employee logged in
8. Open cash drawer
9. Add a quick 5000 line preset
10. Add customers shipping address to the invoice
11. Corporate customer list to add. By double clicking the Corp button a list will pop open
with all the corporate customers listed in manage for you to double click. This is a quick
and easy way to get their name and number.
12. Customer name on the invoice. To open the field you need to press F3. However, it is
easier to type in their phone number first as if you do, and click Tab (if the customer has
shopped here before) their name will automatically appear.
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13. By double clicking the Corp it will open a list like with corporate name, just search by
phone number.
14. Hit F3 to add customer’s phone number.
15. Detailed list of items added to the invoice.
16. Tendering button. This will take you to a new screen to enter how the client is paying the
invoice.
17. At the moment, this doesn’t seem to do anything.
18. This is the Admin button. By clicking it, a new screen will open where you can look up
invoices, credit notes, refunds, etc.
19. This is the orders button. By clicking it you can either look up Orders or create them.
20. This is the field that tells you how much profit and what % we are making. It will always
remain blank. To see this information, once an item has been added to the invoice, you
must click on the item in specific (in case for multiple items) and then double click. The
amounts will show.
21. This is the memo button. It is so you can add internal memos to the invoice.
22. This will close the existing screen and bring you back to the main screen of manage.
23. This is a subtotal calculator. See the section POS calculator in this document for further
explanation.
24. This is the breakdown of the subtotal, QST, GST and total price if paid by cash.
25. This is the breakdown of the subtotal, QST, GST and total price if paid by credit card
price.
26. This is a list of all the quick F buttons you can use within the screen and what they do.
27. This is a list of Micro Plans that you can add based on the subtotal of the invoice.
Accepted methods of payment
1.
2.
3.
4.
5.
6.
7.
8.
9.
Cash
Interac
Visa
MasterCard
Amex
Certified Check
Company Checks (by corporate customers only)
Visa Accord D financing
American Money
Discounts
1. 3% discount for Cash, Interac or certified check payment
Checks
1. We only take certified checks
2. Only corporate customers can pay with a Company Check
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3. If a customer wants to pay with a personal or company check, then they
must wait the 5 business days for it to clear
4. One way around is, it making a second invoice for the customer, as a 5000
line for the full amount on credit card. Customer must pay for it on their
credit card as well as the check. Once the check has cleared they can come
back and have it refunded.
5. N.B. Due to the high volume of fraud, customers paying by any kind of
check or money order still has to wait 5 business days for it to clear.
Adding / deleting items on an invoice
1. The quantity box is by default set to 1; change it to desired quantity of
the item type you are planning to scan in
2. Make sure the cursor is in the item barcode box
3. Scan the item
4. Verify that the item description and prices scanned in properly
5. To delete an item click on it and hit the delete key
6. If an item does not scan due to the barcode being faded or whatever
the reason, then you must type in the long code located underneath the
barcode. This is the number to the right of the stock number.
Barcode
Quantity
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Taking customer information
1. This will be done automatically from the POS screen
2. Clicking on Tendering will bring up the customer information window
3. Input the phone number and verify that the information automatically
inserted is accurate, update name / postal code if necessary
4. Alternate: hit F3 from main POS screen and manually enter info
5. Automatically after scanning a hard ware item, a window will
automatically pop up asking to scan in the serial number. This is
important for when a customer wants to return item or buys a warranty
on an item so we can track the item.
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6. Double check if the area code number is correct; 514 or 450.
7. Pressing F3 for Customer Info:
8. Clicking Tendering to get Customer Info:
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Selecting a Corporate Client
When corporate customer comes to the cash you can double click on the red CORP
It will pop up the corporate list to chose from.
Once you choose the client, it will appear in the POS screen.
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This will show on the printed invoice.
Adding a memo
1. From the POS screen, Alt+M will open the memo field for an invoice
2. Regular text will stay on the memo field for internal use / reference
3. Anything in quotation marks will appear on the invoice
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Sale at cost to employees
a) After working here for 3 months employees get things at cost. They can only
purchase one of those particular items once a year. Meaning if they buy a
DVD burner only one year later can they purchase a second DVD burner at
cost. This eliminates employees taking advantage of buying things at cost for
their friends and other people.
b) To give an employee something at cost Æ Scan the item Æ Put in their
phone number Æ Press ALT+E Æ Choose the employees name Æ You will
need a manager’s password to continue the invoice. Æ After this everything
continues like a normal invoice.
c) If after enter in the employee’s name the item highlights in orange, this
means the employee is not entitled to getting the item at cost. Employees are
allowed to buy one of each item at cost per year.
d) You will need a manager’s password in order to enter the tendering screen.
Select the
employees name
in the drop down
box and click
accept. Don’t
forget to enter in
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Toggle multiple invoices
1. If you have several customers waiting in line and you start to serve one of them
and have everything else scanned, but then he or she decides to go speak to
someone to get something else, there is a way to serve another customer without
losing everything scanned.
2. When in the POS screen, press F6 button and it will bring you to a blank screen
where you can serve the next client. If you notice underneath the scroll bar on the
left it says “Customers” and it’s numbered from 1 to 5. The number that is in
purple is the screen you are current serving. So to get back to Customer #1 you
would have to press F6 another 4 times.
Manager passwords
1. Occasionally you might need authorization from a manager in order to process an invoice
2. Page “Password needed at the cash” and a manager will be with you shortly
Final Sale Items
a) When an item being sold at the cash scans as a “Final Sale” you must let the
customer know this. Final sale items are not entitled to a 7 day refund period;
however the customer has 15 days for an exchange or a store credit as long as the
item is defective.
b) When selling the item you must add a 5000 line to the invoice stating that it is a
“Final Sale / Vente Finale.”
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c) In addition, you must also stamp the bill with the final sale stamp.
d) Don’t forget when adding a 5000 line, to change the price to zero because we are
not going to charge the client for putting that on their invoice.
Product 5000 Button
At the top right of the screen there is a button called “Prod 5000”. There are for 5000 lines that
we use often.
Just click it and a new screen will open.
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All you have to do is double click on the line you want to add (either in English or French) and it
will automatically add it to the invoice.
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If you wish to add your own saying, just need to type the English on the line (left column) and
French version on the bottom line (right column) and click Add.
Price-matching
Here are a few things to consider when price matching:
1. Proof of the other store’s price
2. It must be with an actual retail store and not an online warehouse
3. The retail store must be located in Montreal
4. They must have it in stock or a regular order item
5. It can NOT be below our cost
6. At the cash there needs to be a 5000 line indicating where we are price matching to
7. We do not have it advertised anywhere that we do price match
8. We do not price match systems as they are already a modified price and not at full price.
Customer wants a deal
1.
2.
3.
4.
Occasionally you will get a customer who wants us to give him a deal
Use your judgement
If the customer is buying one item, not to so much
If the customer is buying in bulk, at least 5 or more of one product then take a look at the
price as a whole
5. Do not got below 5%
6. Double check cost and see how low we can actually go
7. After scanning them into POS take a look at the bottom right corner
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8. If the price is $85 each, try offering $79 each
9. Also very importantly, do not forget to add a memo as to why we are given this customer
a special price.
10. Alt + M to add the memo
Advertisements 1.
2.
3.
4.
5.
Every now and then we will have different advertisement
Majority of the time they run from Thursday until the following Sunday.
They will be emailed out to you a few days in advanced
Please print them out and tape one to the door and one goes to the cash
In the email it will also list the stock numbers of the items in the
advertisement.
6. There is usually an email that is sent out with the list of items and their stocks
numbers
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7. To make it easier, as the manager, I will write out each stock number in the
corresponding box
8. Also write the starting date and ending date by hand on the side for your staff
to know
9. Another thing I include on the copy for the cash is “Coupon Stock # 30,000)
10. I ask that the cashier add this stock number (which is priced at $0) so we can
do a search to see how productive this advertisement is. Also so that we know
why there was a price change on the invoice.
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Selling an Item that’s in an Advertisement
1. We have a specific stock number for items that you will be adjusting the
price at the cash to match the price of an advertisement. (to make the price
match click on the price, press F8 and enter in the price advertised)
2. When making the invoice, please enter in stock # 30,000 (thirty thousand)
3. Then you must staple the coupon with the pink slip of the invoice that you
stab on the spike.
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Selecting the appropriate salesperson
a.
In the point of sales screen at the top right there is two scroll bars.
b.
The first scroll bar (towards the left side) is for the person who sold the
item. So if it was let’s say a video card and it was brought to the cash by salesman
Joe Smith, then you would scroll down the list and select his name. Sometimes
the salesman will put his name label on the item he is selling, that way you can
scan it the same way that you would scan a regular item and it will automatically
put his name at the top.
c.
The second scroll bar (the one on the right side) is for whoever sold the
Micro Plan. If the salesman who sold the item pitched the warranty and convinced
the client to take it, then you would have to put his name in both scroll boxes.
d.
If the salesman convinces the client to take 1 year extended warranty, and
you, the cashier convince the client for an additional $5 (in some cases) he can get
the 2 year warranty and the client says yes, it is now your sale. So for the scroll
bar on the left you would enter the salesman’s name and for the scroll bar on the
right hand side you would choose your own name. This tells us that salesman X
made the sell but the cashier sold the Micro Plan.
First Scroll Bar
/ Salesman
name
Second Scroll
Bar
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POS Calculator
Let’s say you need to figure out an amount before taxes or with the credit card price for whatever
the reason may be.
POS has a built in calculate at the bottom right.
For example, I want to round off a number and charge $1500. I need to know the net amount.
I would type in the total 1500.
So this would mean, the net total would be $1304.63 to get to $1500 with taxes.
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If you want the amount to be $1500 with taxes on the credit card price, then you would use the
calculator and put a check mark in the Credit box as well.
So this would mean you would have to put $1266.63 as the net amount.
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American Money
1. We do accept American money at the cash
2. In order to figure out the conversion, we use the website www.xe.com to figure
out the current gong rate
3. Let’s say the invoice is $30 Canadian, go to the website type in 30 and choose
Canadian from this currency menu and USD from the “to this currency” menu.
4. Then hit go
5. This will tell you how much US he owes you
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6.
7.
8.
9.
So this means the customer owes $29 in US dollars.
Let’s say he gives you a $50 American bill
You have to tender it in manage as Canadian currency
So now figure out the reverse to see how to tender it
10. So since the conversion is $51.60 canadian, enter that he gave you one $50 and
$1.60 in the change
11. If we owe him change, give it back t him Canadian
12. We owe him $21.60 so give him the change
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13. Take a post it, and mark down what the conversion is so when balancing the cash
we know what it was tendered as.
14. Because later on when you are tendering in manage in the cash balancing screen
you would enter it in as a fifty dollar bill, a loony, 2 quarters and a dime.
Cash Rolls and Inks
1. Cash receipt printer takes:
- 23463
EPSON THERMAL PAPER CASH ROLLS 50 PERCASE 88VT
2. The Desjardins terminal for the interact/credit cards takes:
- 26003
VERIPHON/DESJARD THERM PAPER CASH ROLLS 50PK
Change Box
•
The change box must always have the following:
1. 2 rolls of pennies
2. 1 roll of nickels
3. 1 roll of dimes
4. 1 roll of quarters
5. 1 roll of loonies
6. 1 roll of twoonies
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•
•
•
•
If one of the following is missing, then there should be the exact change to buy one of the
rolls.
If something is off then you have to verify the change is kept in a locker in the back. Only
certain people have access to this key.
The counts for the red bin change box (in the back locker) is the following:
1. 10 rolls of pennies
2. 10 rolls of nickels
3. 8 rolls of dimes
4. 8 rolls of quarters
5. 8 rolls of loonies
6. 8 rolls of twoonies
Again, if one of the rolls is missing, then there must be the exact change in order to buy a
new roll.
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