store operations guide

8/12/2019 Store Operations Guide

1/58

Chapter 3: Using Store Operations POS

Page 207

CHAPTER 3: USING STORE OPERATIONS POS

Introduction

Use the Store Operations POS program to process sales transactions at the cashregister. Also use it to process:

Sales quotes

Work orders

Layaways

Back orders

Returns, and

Voids

The following topics in this chapter explain POS software features, and provideguidelines and ideas on how to use these in a business:

Moving around in the POS program

Processing daily POS activities

Step-by-step guidelines


2/58

Microsoft Dynamics Retail Management System Store Operations

Page 208

Navigation in the POS Program

The Main POS Window

Before using the POS program, become familiar with the softwares basics. The

main interface appears when first logging on to the POS program. Press CTRL +F6 to customize the transaction window.

Depending on window display settings, the POS window can be divided intoeight distinct sections and can also show the Net Display.

FIGURE 3.1:POSWINDOW

The following features are available on the POS window:

The status bar can be hidden, and contains information about the:

Register and cashier

Current date and time

Return mode status

Type of order

Event reminder

Message notification

Printer status


3/58


4/58


Page 210

To use the Net display, press CTRL+F6to select Show Net Display.

The Net display runs on another monitor attached to the point-of-sale station.

The Net display can display personal greetings, reminders, andadvertisements that motivate and entertain customers as they

wait in line. At the point-of-sale, the Net display can either beenabled or disabled, and its size and position can be adjusted.The receipt can also be displayed in real-time.

POS Icons

When processing different types of transactions, the POS screen contains icons tohelp the cashier identify what is happening at the POS station. The followingtable explains each icon.

Icon Description

Displays the register number.Displays the line number that currently has the focus.

Notifies the cashier that the transaction is recalled (F11).

Notifies the cashier that a transaction is On Hold. To recall atransaction from on hold, press F11.

When this icon flashes, it alerts the cashier to at least one newmessage. To read the message(s), press SHIFT +F2.

Notifies the cashier that the Return mode is activated (CTRL +F4).When scanning or entering items while in Returnmode, the itemsautomatically appear in red with a negative quantity.

Notifies the cashier that the on-screen amount is in a currencyother than the default currency. This feature is display only. If thisicon is displayed, the cashier cannot scan items or use any otherfunction keys until the cashier uses the CTRL +SHIFT +F2 functionkey to select the Default Currency.

Notifies the cashier when No Taxis selected for the transaction(SHIFT +F5).

Displays in the Pricefield whenever the item's price is changed orrecalled.

Displays when the print mode is on and which printer(s) isdefined. Press CTRL +F9to toggle the receipt printer on/off. When

the print mode is on, all properly defined transactions print to thedesignated printer. When the print mode is off, no transactionsprint to the designated printer.


5/58


Page 211

Icon Description

Notifies the cashier that a macro is being recorded (CTRL +F3).

Notifies the cashier that the macro recording process is paused.For example, the macro recording will be paused whenever CTRL

+ F3 is pressed in an open form. To resume the recording process,press CTRL +F3 again with the form still open.

Reminds the cashier that a calendar event is near. Press F6 to view,modify, or delete the reminder.

Notifies the cashier that the register is running in terminal offline.

POS Function Keys

The commands and features within the POS application are invoked using thekeyboard function keys.

This section helps to:

Understand what function keys are available.

Understand what each function key does.

The following list summarizes the function keys. Use this list to remind cashiersof all the available function keys and their commands. For detailed information,refer to the next section.

Key Function

F1 View context-sensitive help.

F2 Display lookup window.

F3 Activate calculator.

F4 View journals and re-print receipts.

F5 Access open/close register functions; performblind closeout; generate closing reports.

F6 Display calendar and appointment book.

F7 Select or clear customer account.

F8 Perform no sale.

F9 Secure register (log off).

F10 Perform cash drop or cash payout.

F11 Access recall functions, such as transactions onhold, orders, quotes, and layaways.

F12 Display tender window.


6/58


Page 212

Key Function

SHIFT + F2 Send message to a cashier.

SHIFT + F3 Discount current sale.

SHIFT + F4 Receive payment on account.

SHIFT + F5 Shift tax status for entire sale.

SHIFT + F6 View daily POS graphs.

SHIFT + F7 Add or view customer file.

SHIFT + F8 Select a sales representative.

SHIFT + F9 Enter detailed information for type oftransaction.

SHIFT + F10 Enter gas pump deposit.

SHIFT + F11 Reprint last receipt.

SHIFT + F12 Select applicable sales taxes.

CTRL + F1 Activate quote feature.

CTRL + F2 Activate work order feature.

CTRL + F3 Program macros.

CTRL + F4 Activate return mode.

CTRL + F5 Toggle item's tax status.

CTRL + F6 Customize screen display.

CTRL + F7 Select applicable ship to address.

CTRL + F8 Activate layaway feature.

CTRL + F9 Toggle receipt printer on/off.CTRL + F10 Insert item comment.

CTRL + F11 Look up item's substitutes.

CTRL + F12 Place transactions on hold.

CTRL + SHIFT

+ F1

Display system information.

CTRL + SHIFT

+ F2

Display on-screen amount in desired currency.

CTRL + SHIFT

+ F3

Display selected voucher's details.

CTRL + SHIFT+ F4

Clock In/Clock Out.

CTRL + SHIFT

+ F5

Display information about the peripheralsconnected to the POS station.

CTRL + SHIFT

+ F6

Select from a list of reason codes associatedwith the type of transaction.


7/58


Page 213

Key Function

CTRL + SHIFT

+ F7

Clear the present customer.

CTRL + SHIFT

+ F8

Edit and ship pending/open shipping orders.

CTRL + SHIFT

+ F9

Track the progress of a shipment.

CTRL + SHIFT

+ F10

Process open Internet orders (not available atthis time).

CTRL + SHIFT

+ F12

Download Internet orders (not available at thistime).

ALT KEY +

ASSIGNED

FUNCTION

KEY

Process the programmed macro.

CTRL + ALT

KEY +

ASSIGNED

FUNCTION

KEY

Process the programmed macro.

DELETE KEY

OR SPACE

BAR

Delete current line.

ALT + F4 Escape from the on-screen Help window.


8/58


Page 214

Function Key Details

This section explains each Store Operations POS function key.

Help (F1)Press F1 from within Store Operations POS to open an associated context-sensitive help window.

Lookup (F2)

Press F2to display a lookup window. The default action is to display the Itemlookup list. The contents of the lookup window depend on which screen isdisplayed or in which section of the screen the cursor is located. For example:

If pressing F2in the Item Lookup Code field, the Items windowappears.

If clicking on the Picturebutton when the Items window isdisplayed, the picture associated with the item appears.

If pressing F2while the cursor is in the Taxfield, a list of Item taxesappears.

If pressing F2 while the cursor is in the Sales Repfield, a list ofSales Representatives appears.

Use the Find feature to locate desired information. For example, by pressing ALT+Fon the Items window, a search can be performed for items that contain aspecific word or phrase.

Calculator (F3)Press F3to display the calculator. The calculator works like any calculator andincludes basic functions such as addition, subtraction, multiplication, anddivision. The following explains the memory features.

MC (F1Key):Clears the contents of the memory.

MR (F2Key):Recalls the value from memory.

M- (F3Key):Subtracts the value on the screen from the value inmemory and places the new value in memory. For example, if ten isin memory, four is on the screen, M- is pressed, and then MR ispressed to recall the memory value, the result is six.

M+ (f4 Key): Adds the value on the screen to the value in thememory and places the new value in memory. For example, if five isin memory and M+ is pressed while three is on the screen, then afterpressing MR, the result shown on the screen is eight.

CE (EKey):Clears the screen and the ribbon screen but not thememory.


9/58


Page 215

C (CKey): Clears all the screens and the memory value.

OFF (OKey): Turns the calculator off and exits.

Journal (F4)

Press F4 to access the Journal Viewer window. Use the list boxes to view anyjournal at any register. Click the Batchbutton to receive a list of batches. View

journals by a specified date using the Lookupoption. When the journal is found,detailed information, such as date, time, and register number, are available, inaddition to its print preview. The page setup and print options can be modified.

Click the Tendersbutton to view tender information for a selected receipt, suchas the credit card account number and expiration date, and the customer'selectronic signature if a signature capture device is used.

To navigate through the Journal Viewer, follow these commands:

To scroll through the receipts of a selected batch, use the page upand page down keys.

To view additional pages of a selected receipt, press CTRL +RIGHTARROWorCTRL+LEFT ARROW.

If desired, include a watermark with the word "DUPLICATE" oneach page of the receipt by selecting theMark as a duplicatereceiptoption.

Open/Close (F5)

Use this feature to open and close the current register, in addition to performing a

blind closeout and generating closing reports (X, Z, and/or ZZ report). Use thesefunctions once a day, except for the X report, which can be used more frequently.

Use a blind closeout to close the batch so transactions are not added to it, but thecashier can count the drawer in a back office and enter closing amounts insteadof counting the drawer in front of customers. For more information refer to thetopic Processing POS Daily Activities in this chapter.

Calendar/Events (F6)

PressF6 to display the built-in calendar and scheduling appointment book totrack and manage appointments and activities. The POS program includes anautomatic event reminder and a messaging system to help track and manage

messages, appointments, and activities.


10/58


Page 216

Set Customer (F7)

Press F7 to display the Customers window and select the applicable customer'saccount number. On the Customers window, use the Find feature (ALT +F) tolocate a specific customer account. If a customer account is selected, pressF7toeither select a new customer or remove the current customer. Use the Picturefeature to display a picture associated with the selected customer.

No Sale(F8)

Press F8 to perform a no sale, opening the cash drawer without completing asales transaction. Only cashiers with privileges to perform no sales can use thiscommand. While a no sale is performed, the words No Sale appear in theupper-left corner of the POS screen.

Secure (F9)

Press F9 to log off the current cashier and display the logon screen. Thiseffectively shuts off the system until a cashier logs on. This function is used if acashier does not have the necessary rights to perform a specific function, forexample performing a no sale. If this happens, a manager can press F9 to log onand perform the no sale. The cashier can press F9again to log back on andcontinue ringing transactions.

Drawer (F10)

The F10key displays the Drawer Function window where a cash drop or a cashpayout (taking moneyout of the cash drawer) is performed. Use these functionsonly if:

There are no item entries in the POS screen.

The cashier has the privilege to perform cash drops and pay outs.

A cash drop is reserved for times when money is taken out of the drawer fordeposit in the manager's office or perhaps even the bank. A payout is reserved fortimes when money is taken out of the drawer for petty cash. Paying a deliveryperson from the drawer is an example of using a payout.

In some cases, it may be necessary to add money to the drawer. In theseinstances, enter a negative amount when doing a drop or a payout.


11/58


Page 217

Recall (F11)

Press F11 to perform the following activities:

Recall a transaction from on hold.

Recall a transaction for return. Void a transaction.

Recall a back order.

Recall a layaway.

Recall a quote.

Recall a work order.

For more information on processing these special transaction types, refer to the"POS Special Transactions" topic in this chapter.

Tender (F12)

Press F12 to advance the cashier to the Tender window to conclude and receivepayment for the sale. This window can also be accessed by pressing the enter keyon the first blank line of a transaction.

Click Calculatorwhen using a Cash tender type to use the change calculatorat the point-of-sale. If denominations are set up for the cash tender type withinStore Operations Manager, enter the quantities for each tender received. StoreOperations automatically calculates the value for each tender. For opening andclosing the drawer, cashiers can use this calculator to quickly count the currency.

Press F12 to perform other functions based on the activity at hand (sales quotes,work orders, and layaways). If pressing F12for a sales quote, changes can thenbe saved, and an entire quote can be picked up, or it can be converted to a workorder. If pressing F12 for a work order or layaway, changes can then be saved,and an entire or partial work order/layaway can be picked up.

HINT:Pressing the plus (+) key automatically places the entire balance in the tender

row where the cursor is located. This is useful for check and credit card payments

where the exact amount is tendered.


12/58


Page 218

Shipping (SHIFT + F1)

Press SHIFT +F1 to select the applicable shipping carrier and service for a salestransaction if one is not selected. A shipping method and shipping carrier defaultson the transaction if a default shipping method and carrier is assigned to theregister, or if the customer selected has a shipping method assigned.

Connect to the various shipping Web sites to process online shipping records,assign charges, and/or generate shipping labels if the service is offered.

Customers can also track shipments on-line if available. Click the Browsebutton to directly access the carrier's Web pages if one is assigned to the carrierin Manager.

When setting up shipping methods and carriers, shipping costs are determined bythe weight of the items, or the subtotal of the transaction.

By selecting the Override default shipping charge calculations option, a differentamount can be entered for the shipping charges. When changing the shipping

amount at the point-of-sale, this change only affects the current transaction.

Tracking information such as notes and tracking number can be entered in theShipping Information window.

Messages (SHIFT + F2)

Press SHIFT +F2to display the Messages window. Use this function to send amessage to any listed cashier. Any designated recipient currently logged oninstantly receives the message. If the cashier is not logged on, the messageappears when the cashier logs on to the system. Use the Messages window tocompose new messages, read messages, and delete old messages.

Discount (SHIFT + F3)

Use this feature to discount item(s) in the sales transaction. If an item is selected,pressing SHIFT +F3 opens the Set Discount/Price Level window. Then define thedesired discount/price level action, discount method, and percentage and applythese to the entire transaction or the selected item.

If SHIFT + F3 is pressed while the cursor is on a blank detail line (no itemselected), the current item cannot be discounted.


13/58


Page 219

FIGURE 3.16:SET DISCOUNT PRICE LEVEL SCREEN

Discount/Price Level ActionThe type of discount action selected determines the available methods fordiscounting the items or setting a price level.

Set Discount Method for Transaction

The following explains how discounts or increases to the prices of all the itemson the transaction screen are made:

No discount:Does not discount any item on the transaction screen.

Discount from retail price: Reduces the price of the selected item

by the percentage entered. Discount from minimum price:Considers the Quantity Discount,

Level, Sale, and Buydown prices, and discounts from the lowestprice.

Markup from cost: Sets the price of the selected item to reflect amarkup by the percentage entered from the cost of each item.

Set profit margin: Sets the price of the item to produce a profitmargin as indicated by the percentage entered. Profit margin is equalto the item price minus item cost, divided by item price, thenmultiplied by 100.


14/58


Page 220

Set Price Level for Transaction

Store Operations supports four price levels:

Default

Level A

Level B

Level C

However, only use these options if the pricing level structure is defined for theitems within the Manager program. By choosing a price level, a user assigns allitems the price entered for that level.

Perform Discount on All Items

Discount the entire transaction based on a specified percentage or dollar amount.The desired sub-total can also be entered. Store Operations adjusts the prices ofthe items to account for the discounted sub-total.

Discount by percentage: Reduces the transaction sub-total by thepercentage entered. For example, if a current sales sub-total is$70.00, and the entire transaction is discounted by 10%, thediscounted sub-total is $63.00.

Discount by dollar amount:Reduces the transaction sub-total bythe specific dollar amount entered. For example, if a current salestransaction is $70.00, and the entire transaction is reduced by $10.00,the discounted sub-total is $60.00.

Set sub-total amount:Sets the transaction sub-total to the exactamount specified. For example, if a current sales transaction is

$70.00, and $64.99 is entered in the Amount box, the new sub-totalis $64.99.

Perform Discount on Current Item

Discounts the selected item by the specified discount method. To use this option,select the applicable item. Otherwise, this option is disabled. The discountoptions are as follows:

Discount percentage from current price:Reduces the current priceon the transaction screen by the percentage entered.

Discount percentage from retail price: Reduces the retail price of

the selected item by the percentage entered.


15/58


Page 221

Markup from cost: Sets the price of the selected item to reflect amarkup by the percentage entered from the cost of each item.

Set profit margin:Sets the price of the item to produce a profitmargin as indicated by the percentage entered. Profit margin is equalto the item price minus item cost, divided by item price, then

multiplied by 100. Discount dollar amount from current price: Reduces the current

price by the dollar amount entered.

After selecting the method of calculation, enter the applicablepercentage/amount, press ENTER, and note the reduced price(s) on the transactionscreen.

Payment(SHIFT +F4)

Press SHIFT +F4 to enter a payment towards a customer's credit account. Ifselecting a customer account and pressing SHIFT +F4, the account information forthe selected customer appears. If the customer account is not selected, press

SHIFT +F4, and use the Browsebutton in the Account Numberfield to locatethe applicable account. Also use this function key to receive payments for alayaway.

The Receive Payment window displays detailed account information, including:

Balance owed

Minimum payment

Credit amount

Open account receivables

Customer payments can be processed and tracked by individual invoices.

Store Operations factors in the available credit and received amount total todetermine the Over/Under Payment Amount:

If there is an overpayment, Store Operations lets you apply credit tothe customer's account or refund the money.

If there is an underpayment, Store Operations displays theOver/Under Payment Amount in brackets and advises to eitherincrease the received amount or decrease the amount applied to theaccount receivables.

If the account has finance charges, Store Operations applies thecustomer's payment to invoices with finance charges first.

NOTE: The information contained in the unavailable fields, such as total owed, credit,

and balance, cannot be edited.


16/58


Page 222

FIGURE 3.17:RECEIVE PAYMENT WINDOW

The following list summarizes the information in the payment window:

Term Description

Account Number This is the customer's account number. To select acustomer, click theBrowsebutton.

Total Owed This indicates the total sum of the amounts in theBalance Duefields.

Selected Customer This gives the billing address for the selectedcustomer.

Payment Received This shows the payment amount received from thecustomer. Either manually enter the amount or selectthe Paycheck boxes for the applicable invoice(s).Click the Pay Allbutton to select all invoices to pay.Store Operations updates the Payment Receivedfield

as necessary.

Total Credit This reflects the customer's available store credit. Ifusing HQ, this includes credits at all stores.


17/58


Page 223

Term Description

Apply Local Credit If selected, Store Operations applies the customer'slocal credit towards the amount of the invoice(s),beginning with the oldest invoice first. The customer

must have store credit. For HQ customers, only localcredits to that store can be applied to outstandinginvoices.

Balance This shows what the customer's account balance is ifthe credit amount is applied to the total amount owed.

Orig. Date The date the invoice is created.

Due Date The date when invoice payment is due.

ID Displays the multi-store ID followed by thetransaction number.

Reference This displays what is entered into the Referencefieldwhen the Details option (SHIFT +F9) is selected.

Amount This shows the original amount of the invoice.

Balance Due This shows the current invoice amount due.

Payment This shows the amount to be applied to the invoice.

Pay If selected, Store Operations applies the customer'spayment towards the selected invoice.

Pay None This deselects all invoices selected for payment.

Pay All This selects all invoices for payment.

No Tax (SHIFT +F5)

PressSHIFT +F5 to select the items on the transaction as non-tax. It does notmatter what the item tax characteristics are: all items are set to non-tax for thistransaction. Only cashiers allowed to change tax status can perform this function.

Graphs (SHIFT +F6)

PressSHIFT +F6 to display the Report window. The Graph feature in the StoreOperations POS program displays sales and inventory data in a variety of ways.When pressingSHIFT +F6, several drop-down list boxes generate differentgraphs. The default view is set to view the current day's sales by department. Usethese graphs for reference only. Store Operations displays information in both anumerical and graphical format, so that data can be pinpointed as needed.

Graphs can be customized. For example, in the Show Totals Forbox, select aparticular time period (today, week-to-date, month-to-date, and year-to-date).Also use the graph to group certain data together. For example, group and viewsales and inventory data by department, cashier, hours, hourly counts, register,and so on.


18/58


Page 224

New Customer (SHIFT +F7)

If no customer is selected or entered in the database, press SHIFT +F7 to createand enter a new customer account file. If a customer account is selected in thePOS screen, pressing SHIFT +F7 displays detailed information regarding thecustomer account file.

To add customer accounts at the point-of-sale, the configuration option must beselected to allow new customers at POS.

Sales Rep (SHIFT +F8)

Use this function to credit the sale of all items in the transaction to a salesrepresentative. When pressing SHIFT +F8, the Sales Reps window appears andthe applicable sales representative can be selected. After selecting the sales

representative, the sales representative's associated number appears in the Repfield on the POS screen for all items in the transaction. To change the sales

representative for each line, place the cursor on the Repcolumn and click the F2

key.

Details (SHIFT +F9)

Press SHIFT +F9 to enter details associated with the transaction. For example,when creating a layaway, press SHIFT +F9 to display the Layaway Informationwindow, and then enter the:

Reference number

Comment

Expiration date

Deposit amount

This information appears at the top of the transaction screen. The Details featureworks similarly for sales quotes, back orders, and work orders. Additionally, ifprocessing a normal sales transaction, to enter a comment and/or referencenumber for the entire sales transaction, press SHIFT +F9 and enter the desiredinformation.

Gas Pump(SHIFT +F10)

Press SHIFT +F10 to display the Gas Pump Deposit window where the deposit forthe applicable pump is entered. This does not imply or enable any interface withgasoline pump software.

Reprint (SHIFT +F11)

Press SHIFT +F11 to reprint the last receipt. If more than one printer is set up, aprompt asks to select the printer to use.


19/58


Page 225

Taxes (SHIFT +F12)

PressSHIFT +F12 to display the Sales Tax Selector window. Select or clear theapplicable sales tax(es) to apply to the items in the transaction. For example:assume that Item Z has Item Tax A selected. Item Tax A is made up of Sales TaxB and Sales Tax C. If you press SHIFT +F12at the POS when Item Z is rung up,

the Sales Tax C can be cleared so only Sales Tax B is applied. The cashier musthave the necessary privilege to change the tax status to perform this function.

Quote (CTRL +F1)

Press CTRL +F1 to turn the quote feature on/off. Whenever the quote feature ison, the word Quote is displayed in yellow on the transaction screen header. Also,the comment, expiration date, and reference fields appear on the top of thetransaction screen. Modify these fields by pressingSHIFT +F9. All items enteredduring this transaction mode are automatically placed into a sales quote. Toconvert the quote back to a standard sales transaction, press CTRL +F1 again. Formore information on processing a Quote, refer to the POS Special Transactionstopic in this chapter.

Work Order (CTRL +F2)Press CTRL +F2 to turn the work order feature on/off. When turning on the workorder feature, the words Work Order display in yellow on the transactionscreen header. The following work order fields also appear on the POS screen:

Comment

Previous Deposit

Additional Deposit

Balance

Due Date

Reference

Modify these fields by pressing SHIFT +F9. All items entered during thistransaction mode are automatically placed into a work order. To convert the workorder back to a standard sales transaction, press CTRL +F2 again. For moreinformation on processing a Work Order, refer to the POS Special Transactionstopic in this chapter.


20/58


Page 226

Macro (CTRL +F3)

Press CTRL +F3 to record macros. Use the Assignment Keydrop-down list todetermine which key combination is going to be used to run the macro. Then, adda caption that is going to display on the assignment key. When the macro is beingrecorded, it flashes on the transaction screen header. When using the macro

feature correctly, Store Operations repeats the macro key-for-key. Once donerecording, press CTRL +F3 again to stop.

Pause the macro recording whenever a form is open by pressing CTRL +F3.While the form is still open, press CTRL +F3 again to resume the recording

process. Press the ALTkey +the defined function key to process the specificmacro.

Return (CTRL +F4)

Press CTRL +F4 to turn the return mode on/off. The return mode icon displayswhen return mode is turned on. When in return mode, Store Operations

highlights all the returned items and amount totals in red and enters a negativequantity in the Quantityfield. For more information on processing a return,refer to the POS Special Transactions topic in this chapter.

Toggle Tax (CTRL +F5)

Press CTRL +F5to toggle the current item's tax status. If an item is selected thatdoes not have a tax assigned, the Select Item Tax window appears. If an item isselected that has a tax assigned, the tax is removed. The cashier must haveprivileges to perform this function.

Screen (CTRL +F6)

This option enables and disables all of the POS display options. Press CTRL +F6,for the Display Properties window to appear, then select or clear the followingPOS display options:

Display status bar on top

Display HTML status bar on top

Display custombuttons on right side

Display function keys on bottom

Show net display

Show touch screen keyboard

Use the Windowbutton on the Transaction Screentab to adjust the size andpositioning of the screens, or choose to show the resizable border to minimize thepoint-of-sale screen. This window also allows users to set up and configure a NetDisplay and Touch screen keyboard.


21/58


Page 227

Ship To (CTRL +F7)

Press CTRL +F7 to display the Ship To Addresses window from where theapplicable Ship To address for the customer can be selected. If first selecting acustomer account and then pressing CTRL +F7, the Ship To addresses that pertainsolely to the selected customer appear.

Layaway (CTRL +F8)

Press CTRL + F8 to turn the layaway feature on/off. When turning on thelayaway feature, the word Layaway appears in yellow on the transaction screenheader, and the following layaway fields appear on the screen header:

Comment

Previous Deposit

Additional Deposit

Balance

Expiration Date

Reference

Edit these fields by pressing SHIFT +F9. All items entered during this transactionmode are automatically placed into layaway. To convert the layaway back to astandard sales transaction, press CTRL +F8 again. For more information onprocessing a Layaway, refer to the POS Special Transactions topic in thischapter.

Printer (CTRL +F9)

PressCTRL

+F

9to toggle the receipt printer on/off. When the print mode is off,no transactions print to the designated printer. When it is on, all properly defined

transactions print to the designated printer.

Comment (CTRL +F10)

PressCTRL +F10to insert a comment under the current item in the transaction.The comments can be edited on-screen at any time before tendering the sale.Comments do not affect the items or how the transaction is conducted. Thecomments entered at the point-of-sale only display on the current transaction. Fora comment to always appear with a selected item, assign item messages fromwithin Store Operations Manager.

There are several reasons for adding an item comment, such as to explain that adamaged product was sold at a discounted price, and that there are therefore norefunds accepted on that product. Customers can see this information on theirreceipt.


22/58


Page 228

In the Manager program, it is possible to tell Store Operations whether to recordthe item comments in the transaction history. To do this:

1. Go to the File menu, click Configuration, and then click the

Optionstab.

2. Select or clear Record Item Commentswithin the POSoptions.

If selecting this option, any item comments, when entered or modified, are storedin the transaction history when the item is sold. Because recording itemcomments causes the Store Operations database to grow in size, select this optiononly if item comments need to be tracked.

Substitute (CTRL +F11)

Press CTRL +F11to select from the selected item's list of substitute items.Substitute items are assigned in the Item Properties window within Manager.

Hold (CTRL +F12)

Press CTRL +F12to place a transaction on hold and enter an applicable comment.Once a transaction is placed on hold, the hold icon displays on the transaction

screen header. To recall this transaction, pressF11 and select the Recall a

transaction from on holdoption.

The hold feature can be used if a cashier is ringing up items for a customer, andthe customer remembers one other item he or she needs to purchase, or thecustomer forgets his or her money in his or her car. The cashier can place thetransaction on hold, help the next customer, then recall the transaction that is onhold and finish the sale.

About (CTRL +SHIFT +F1)

The About Store Operations window displays system information, including the:

Version number

Technical support contact information

Configuration of the hardware resources and software environment


23/58


Page 229

Currency (CTRL +SHIFT +F2)

Use this key to display on-screen amount totals in a desired currency, such as inEuro. Once a different currency is selected, the currency icon is displayed in thetransaction screen header. This feature is for display only. The cashier cannotscan items or use any other function keys until the cashier uses the CTRL +SHIFT

+F2 function key to select the Default Currency.

Voucher (CTRL +SHIFT +F3)

Use this function key to display the history details for a voucher. For example,press this key to check a customer's voucher balance so the customer knows howmuch he or she can put towards a transaction.

Time Clock (CTRL +SHIFT +F4)

A cashier can press CTRL +SHIFT +F4 to clock in or out. The cashier enters theappropriate cashier number and password. Store Operations tracks the total timebetween the clock in and clock out times for each cashier. Use this function any

time, even during a transaction. Then print the Time Card report from Managerto view when cashiers clocked in or out. Edit time clock entries in Manager by

choosing Time Clockfrom the Databasemenu. The timecard report is printedin Manager under UTILITIES!CRYSTAL REPORTS.

Peripherals (CTRL +SHIFT +F5)

Peripherals display information about the POS devices connected to the point-of-sale station. This information varies depending on whether a Windows printer or

an OPOS printer is used. If using an OPOS printer, use the Testbutton to invokethe manufacturer's test (if provided) that checks the printer's connection to thePOS station.

Reason Codes (CTRL +SHIFT +F6)

Reason Codes display a list of reason codes associated with the type oftransaction. For example, if creating different reason codes for customerdiscounts, use this function key to select the applicable code. Many options existfor reason codes in Manager under FILE!CONFIGURATION!OPTIONS.

Clear Customer (CTRL +SHIFT +F7)

Clear Customer removes the present customer from the transaction screenwithout canceling the sale.


24/58


Page 230

Edit Shipping (CTRL +SHIFT +F8)

Use Edit Shipping to select from a list of pending shipping orders. Then modifythe shipping information or ship the order using the shipper's Web site ifavailable. Enter the tracking number or copy and paste the tracking number from

the shipping form. Once the shipment is complete, select the Mark as

Processedcheck box so the pending shipping order becomes a completedshipping order.

Track Shipping (CTRL +SHIFT +F9)

Use Track Shipping to select from a list of completed shipping orders. Then trackthe progress of a specific shipment using the shipper's Web site if available.

Internet Order (CTRL +SHIFT +F10)

This feature is not available at this time.

RMSNet (CTRL +SHIFT +F11)This feature is not available at this time.

Processing Daily POS Activities

Each day, cashiers perform the same steps as daily POS activities, including:

1. Logging on to the POS register.

2. Entering the opening amounts in the cash drawer.

3. Processing transactions on the POS screen.4. Entering the closing amounts in the cash drawer.

5. Generating the X Report for the register.

6. Generating the Z Report for the register.


25/58


Page 231

Logging On to the POS Screen

Opening the POS application or pressing F9 (which logs the current cashier off)displays the logon screen. This shuts off the system until another cashier logs on.

1. When the Logon window appears, enter the cashier number in theUser IDbox. Press the TAB key.

2. In the Passwordbox, enter the cashier's associated password (eachpassword character appears as "*" to ensure security).

3. Press ENTER.

If both the cashier number and password are correct, the cashier can processtransactions. If the cashier number and password are not correct, the cashiercannot process transactions. Store Operations notifies the user of the number ofunsuccessful logon attempts.

Opening Your Drawer

Before processing sales transactions, enter the opening cash drawer amounts forStore Operations to track the cash-flow throughout the day using the followingsteps:

1. Press F5 to display the Open/Close window.

2. Select the Enter Opening Amountsoption, and then press ENTER.

3. If opening amounts are already entered, Store Operations askswhether to overwrite the existing opening amounts. Select Yesto

enter new opening amounts.

4. On the Opening/Closing Amounts window, enter the amount foreach tender type that is in the register's cash drawer.

5. After correctly entering all the amounts, press ENTER.

After entering the opening amounts, enter closing amounts at any time.

HINT: If the Opening/Closing Amounts window is blank and no tenders appear,generate the Z report, which accounts for all the defined tender types. Then enter the

amounts in the applicable tender fields on the Opening/Closing Amounts window.


26/58


Page 232

Performing Sales Transactions

For a normal sales transaction, perform the following:

1. Ring up items on the transaction screen

Scan or manually input theitem lookup codes for the items the customers want to purchase.

2. Tender the sale After scanning (or inputting) all the items on thetransaction screen, tender the sale.

Ringing Up Items

There are various methods for entering (ringing up) an item onto the transactionscreen. The method to use is based on the current equipment setup. For example,if the system uses a barcode scanner, scan the barcode of the item to enter it.

If the system does not have a barcode scanner, or if the scanner is not reading thebarcode properly, either manually enter the barcode numbers or press F2todisplay a list of all items in the database. Scroll through the list and select theitem to be entered. When the user presses ENTER, the item appears on thetransaction screen.

Pressing the plus key (+) on a blank line below an item automatically adds theprevious item to the transaction screen again.

HINT:If all the items are entered into the database, but they cannot be scanned at the

POS,verify that the scanner reads the same code defined for the item in the database.

Open the text editor and scan the barcode. The barcode data should show up in the

text editor and match the item lookup code assigned to the item. If it does not, thescanner may not be configured properly, or the wrong item lookup code may have

been inadvertently entered. Also make sure that the barcode scanner is not addingextra characters at the beginning or end. Consult the barcode scanner's manual for

more details.


27/58


Page 233

Entering a Serialized Item

When ringing up a serialized (or voucher) item, the procedure may include a fewextra steps. For example, after scanning or manually entering the serialized item,a window appears where the applicable serial number(s) is entered.

If entering a serial number that is notin the database, Store Operations sendsnotification that a serial number is not found. If the necessary privileges are

applicable (defined in the Configurationmenu's Optionstab) for creating

serial numbers, select Yes.

If the serial number is not known, click Lookupon the Serial Number window,select the applicable serial number, and then press ENTER. The serial number thendisplays on the transaction screen.


28/58


29/58


30/58


Page 236

Canceling Transactions

A sale can be canceled at any time during the transaction process. There are twoways to stop the transaction:

From the main POS screen, press ESC and answer the pop-upmessage window appropriately.

Press F8 and answer the pop-up message window appropriately.

A sale cannot be canceled after it is tendered. If a transaction is completed, and itneeds to be voided, perform a post-void.

Tendering the Sale

There are a variety of ways to tender the sale:

Cash sale

Check sale

Credit card sale

On account sale

Tendering a Cash Sale

After ringing up all the items on the transaction screen, perform the followingsteps:

1. Press F12or press ENTERto display the Tender window.

2. In the Cashfield, enter the appropriate amount.

3. After the Balancefield changes to the Changeheading (from red togreen), press ENTERto accept.

4. Press ENTERto begin a new transaction.

Tendering a Check Sale

After ringing up all the items on the transaction screen, perform the followingsteps:

1. Press F12 or press ENTERto display the Tender window.

2. In the Checkfield, enter the appropriate amount.

3. After the Balancefield changes to the Changeheading (from red togreen), press ENTERto accept.

4. If using the Printer Validation feature, insert the document into theprinter when the Printer Validation window appears and pressENTER.

5. PressENTERto begin a new transaction.


31/58


Page 237

HINT:Pressing the plus (+) key on the keypad automatically places the entire balance

in whichever tender row the cursor is located. This is useful for check and credit card

payments where the exact amount is tendered.

Tendering a Credit Card SaleAfter ringing up all the items on the transaction screen, perform the followingsteps to tender a credit card sale:

1. Press F12or pressENTERto display the Tender window.

2. In the applicable credit card field, enter the appropriate amount andpress ENTER, or press the plus (+) key to quickly enter the entirebalance.

3. After the Balancefield changes to the Change heading (from red togreen), press ENTERto accept.

4. Swipe the credit card through the credit card reader, or manuallyenter the credit card number and expiration date on the Credit CardVerification window, and then press ENTER. If you are verifyingcredit cards using EDC, a progress bar appears. If you are notverifying using EDC, the transaction is complete.

Tendering an On Account Sale

Before tendering an on account sale, there must be at least one item entered onthe transaction screen. The customer must also have a charge account.

1. Before going to the Tender window, select a customer account thathas an Account Type selected. Customer 0000001 is a sample

customer with an Account Type.

2. Press F12 or ENTERto display the Tender window.

3. Place the cursor in the Amount field for the On Accounttender, andthen enter the amount to be charged to the account, or press the plus(+) key on the keypad to enter the entire balance automatically.

4. Once the Balance changes to the Changeheading (red to green),press ENTERto accept.


32/58


Page 238

Closing The Drawer

The following procedure is very similar to opening the drawer. To calculate thebatch's Over/Short figure, enter how much of each tender is in the cash drawer atthe end of the day or shift, using these steps:

1. Press F5to display the Open/Close window.

2. Select the Enter Closing Amountsoption, and then press ENTER.

3. On the Opening/Closing Amounts window, enter the amount of eachtender type listed that is present in the cash drawer for the register.

4. If currency amounts are defined and assigned to the cash tenders,click the Calculatorbutton to count the value of the denominationsfor the local currencies.

5. When all amounts are correct, press ENTER.

Printing X Report

Closing the Batch: Printing POS Reports

Whenever a detailed summary of the register's activity is needed, generate areport that consists of all the transactions performed at the point-of-sale.

Batches in RMS are assigned to the register, not the cashier or cash drawer.Therefore, if multiple cashiers work within one batch during a given day or shift,only one set of opening and closing amounts is displayed along with one set ofamounts for the tender over/short figures.

The following is a brief summary of the three reports:

X report A report that displays information regarding the up-to-the-minute sales statistics of the register. Generating this report doesnot close the current batch. To immediately know the sales activity,or when getting ready to close a batch, generate this report.

Z report A report that is similar to the X Report, except thatgenerating this report closes the current batch. Generate this report atthe end of each shift or once a day, ideally at closing time.

ZZ report A report that is similar to the Z Report, except that thisreport includes all the Z reports generated since the last ZZ report.

Processing a ZZ report also processes a Z report first.


33/58


Page 239

The X Report

Use the X report to view the current statistics of the register. Generating the Xreport does not close the current batch number, and it allows cashiers ormanagers to spot potential errors before closing the batch. An X report can be runmultiple times before the final Z report is printed.

To run an X Report:

1. In the POS program, press F5.

2. Select Print X Report.

3. Press ENTER.

Store Operations prints the X report to the receipt printer designated for thecurrent register. If no receipt printer exists, view the X Report in the POS bypressing F4 to open the Journal Viewer.

Printing Z Report

To view the end-of-day or end-of-shift statistics for a particular register, generatethe Z report. Generating the Z report closes the current batch number and opensthe next available batch number. Once a batch is closed, it cannot be opened oredited.


2. Select Print Z Report.

3. Press ENTER.

Store Operations prints the Z report to the receipt printer designated for thecurrent register and closes the current batch number. Remember that batches arenot assigned to cashiers or cash drawers, but to the entire register.

Data on the Z Report

Term Description

Register Number given to the register where report is produced.

Batch Number The number assigned by Store Operations to identify thecurrent batch.

Batch Status Shows whether the batch is closed.

Start Date Date when batch begins.

Start Time Time when batch begins.

End Date Date when batch ends.

End Time Time when batch ends.


34/58


Page 240

Term Description

Opening Total Amount initially in cash drawer when the cash registeris opened.

Sales Amount of total sales before taxes.

Returns Amount of money given for all returns.

Tax Amount of sales tax added for all sales.

Paid On Layaway Amount paid to all layaway plans.

Paid To Account Amount paid towards customers balances.

Deposit Made Amount of deposits for layaways and work orders.

Total Total amount of above items.

Paid Out Amount removed from cash drawer.

Dropped Amount removed for bank drop off.

Layaway Closed Amount paid to close any layaways.

Paid on Account Amount charged on account.

Deposit Redeemed Amount for returned deposit.

Closing Total Total amount in cash drawer when closing.

Total Total amount of above items.

Over/Short Amount cash drawer is over or short.

Total Tendered Amount of money totaled for all transactions.

Total Change Amount of change returned to customers.

Discounts Amount for discounts given.

Cost of Goods Total cost for items sold.Commission Amount of commission given to employees.

Customer Count Number of customers for this batch.

No Sales Number of times the cashier opened the drawer whenthere was no sales transaction.

Aborted Trans Number of aborted transactions.


35/58


Page 241

Optional: Printing ZZ Report

The ZZ report displays the Z report statistics of the register, and shows all the Zreports generated since the last ZZ report. Generating the ZZ report closes thecurrent batch number and opens the next available batch number. A ZZ report isnot required, but is a good report to generate on a weekly or bi-weekly basis.


2. Select Print ZZ Report.

3. Press ENTER.

Store Operations prints the ZZ report to the receipt printer designated for thecurrent register and closes the current batch number.

POS Special Transactions

Because retailers have unique needs when processing transactions, varioustransaction types are available within the POS to help retailers processtransactions best suited to their business needs.

This section helps to describe some of these transaction types, including:

Create a Quote

Create a Work Order

Create a Layaway

Generate a Back Order

Perform a Blind Close

Create a Return

Process a Void


36/58


Page 242

Creating a Sales Quote

A sales quote is a generated price list of items to sell. When creating a quote, nomoney is exchanged, and items are not committed. If the customer decides topurchase the items from the sales quote, it can be converted to a sales invoice ora Work Order. Use these steps to create a sales quote:

1. Press CTRL +F1. Store Operations then displays the detail entryfields at the top of the screen.

2. Press F7, select the applicable customer account, and then pressENTER.

3. Scan or manually enter the item(s) onto the transaction screen.

4. To enter the detailed information about the quote, press SHIFT +F9.

5. On the Quote Information window, enter the applicable information

(reference number, comment, and expiration date), and then pressENTER. This information then appears at the top of the transactionscreen.

6. Press F12to display the Tender screen. The amount due is zero.

7. Press ENTER. Store Operations creates a sales quote order containingall the items and prices displayed on the transaction screen.

HINT: To convert the sales quote back to a regular sales transaction before tendering

the transaction, press CTRL + F1.

Picking Up a Sales Quote

Use these steps to pick up a previously created sales quote:

1. Press F7, select the applicable customer account, and then press

ENTER.

2. Press F11 to display the available recall functions.

3. Select the Recall a Quoteoption, and then press ENTER.

4. On the Quotes window, select the applicable quote, and then pressENTER. Store Operations then displays the appropriate items on the

transaction screen, in addition to the detailed quote information. Ared lightning bolt icon may appear in the item's Pricefield notifyingthe cashier that the price is either changed or recalled.


37/58


Page 243

NOTE: The F11recall key can be used to recall quotes before the customer is

selected. By selecting the customer first, the list of quotes is automatically filtered to

display only quotes created for the selected customer.

5. Press F12.

6. On the Quote window, select the Pick Up Entire Quoteoption, andthen press ENTER.

NOTE: To create a work order from this quote, select the Convert To A Work Order

option and then pressENTER.

7. On the Tender window, enter the amount received in the appropriatetender field, and then press ENTER.

Creating a Work Order

A work order is a saved transaction that can be retrieved later, and usuallyinvolves some form of service, repair, or customization. A deposit for the items isusually taken and is defined within Manager Configuration. For example, for acomputer store that builds its own computers, the user can create a work orderlisting all of the parts for the computer, and then turn the work order into a salesinvoice when the work is completed. Use these steps to create a work order:

1. Press CTRL +F2. Store Operations displays the detail entry fields atthe top of the screen.


ENTER.

3. Scan or manually enter the item(s) onto the transaction screen.

4. To enter detailed information about the work order, press SHIFT+F9.

5. On the Work Order Information window, enter the applicableinformation (reference number, comment, deposit, and expirationdate), and press ENTER. This information appears at the top of thetransaction screen.

6. Press F12to display the Tender window.

7. In the correct tender typefield, enter the amount given as the

required deposit payment, and then press ENTER. If successfullydone, a work order entry is created containing all items displayed onthe POS screen and the deposit amount. Store Operations processesand tracks the work order payment(s).


38/58


Page 244

REMEMBER: Deposit percentages are defined within Store Operations Manager by

choosing Configurationfrom the File menu option. The default due date and deposit

for work orders can be entered on the Orderingtab.

Picking Up Items on the Work Order

Use these steps to pick up items on the work order:

1. Press F7, select the applicable customer account, and press ENTER.


3. Select the Recall a Work Order option, and press ENTER.

4. On the Work Orders window, select the work order to retrieve, andthen press ENTER. The work order appears on the transaction screen.

NOTE: The F11recall key can be used to recall work orders before the customer is

selected. By selecting the customer first, the list of work orders is automatically

filtered to display only those created for the selected customer.

5. Press F12. Store Operations displays a window enabling thecustomer to either pick up the entire work order or partially pick upthe items in the work order.

6. If the customer wants to pick up all the items in the work order,select the Pick Up Entire Work Order option, and press ENTER. Onthe Tender window, enter the amount received in the appropriatetender field, and then press ENTER.

If the customer wants to pick up a partial order, select the Pick UpPartial Work Order option, and then press ENTER. On the Pick UpOrder window, select the appropriate item the customer wants topay for, and press the Spacebarto select (place a check in) the PickUpbox. If there are two or more of the same item on the work order,enter the applicable quantity number in the Quantityfield. PressENTERto display the Tender window, enter the applicable tenderamounts, and press ENTERto process the transaction.

NOTE: If the work order needs to be edited (changing quantities, changing items, andso on), make the changes before pressing F12. Then, choose theSave Changesoption

and enter any additional tender amount that is needed for a deposit.


39/58


Page 245

Creating a Layaway

A layaway is a process where a customer pays in increments and receives theitem when the item is fully paid for. The customer must place a minimum depositthat is defined with Manager. Use these steps to create a layaway:

1. Press CTRL +F8.


3. Scan or manually enter the items onto the transaction screen.

4. Press SHIFT +F9to display the Layaway Information window.

5. Enter the applicable information, and then press ENTER.

6. Press F12to display the Tender window.

7. Collect from the customer the minimum deposit payment due.

8. Enter the amount in the appropriate tender field, and then pressENTER.

HINT: To convert the layaway back to a regular sales transaction, press CTRL + F8.

REMEMBER: Deposit percentages are defined within Store Operations Manager by

selecting Configuration from the File menu option. The due date and deposit for workorders can be entered on the Orderingtab.

Processing Payments Toward a LayawayUse these steps to process payments toward a layaway:


ENTER.


3. Select the Recall a Layaway option, and then press ENTER. TheLayaways window appears. If a customer is selected, the layaway(s)for that customer appear. If a customers account is not entered, thenselect from all the customer accounts that presently have layaways.

4. Select the applicable layaway, and then press ENTER.

NOTE: The F11recall key can be used to recall layaways before the customer isselected. By selecting the customer first, the list of layaways is automatically filtered to

display only those created for the selected customer.


40/58


Page 246

5. Press SHIFT +F4.

6. On the Layaway Payment window, enter the amount the customer ispaying towards the layaway, and press ENTER.

7. When the Tender window appears, enter the amount received, andpress ENTER.

Picking Up Layaway Items

Customers can pay for any combination of items on layaway. Once F11 is used torecall a specific layaway, the layaway items can be processed and tracked.Whenever a customer picks up an item on layaway, that item comes out of theinventory. Use these steps to pick up layaway items:


ENTER.


3. Select the Recall a Layawayoption, and press ENTER. TheLayaways window appears. If a customer is selected, the layaway forthat customer appears. If a customer's account is not entered, thenselect from all the customer accounts that presently have layaways.

4. Select the applicable layaway, and then press ENTER.

5. Press F12. Store Operations displays a window enabling thecustomer to either pick up the entire layaway or partially pick up thelayaway.

Pick Up Entire Layaway

If the customer wants to pick up all the items on the layaway, perform thefollowing steps:

1. On the Layaways window, select the Pick Up Entire Layawayoption, and then press ENTER.

2. On the Tender window, enter the amount received in the appropriatetender field, and then press ENTER.

Pick Up Partial Layaway

If the customer wants to pick up a partial order, perform the following steps:

1. On the Special Functions window, select the Pick Up PartialLayaway option, and then press ENTER.

2. Use the Pick Up Order window to select the specific item andquantity the customer wants to pay for. To do this, press theSPACEBARto select or clear the Pick Upcheck box located next to theitem.

3. If the customer has put two or more of the same item on layaway,enter the applicable quantity number in the Quantityfield.


41/58


Page 247

4. Press ENTERto display the Tender window, and then enter theapplicable tender amounts.

5. Press ENTERagain to process the transaction. Store Operations tracksthe layaway payment(s).

Generating a Back OrderBefore generating back orders, the store must be properly configured to processthem, and a customer account must be selected. In order to use back ordersenable the following in Manager:

1. The POS Option titled Enable Back Orders underFILE!CONFIGURATION!OPTIONS.

2. The Item Option titled Display Out of Stock underFILE!CONFIGURATION!OPTIONS.

If entering an item that does not have the available quantity on hand to meet thedesired quantity at the POS, Store Operations opens the Insufficient Quantitywindow; select from the following:

Back Order Enables the cashier to generate a back order.

Accept Requested Allows the cashier to sell the quantity requestedby the customer.

List Substitutes Enables the cashier to suggest an alternate item.

Cancel Returns the cashier to the previous step.

NOTE: Depending on how the store is configured, certain options may not beavailable on the Insufficient Quantity window. This window appears only if theDisplay out of stockoption is selected in the Manager program's configuration.

Generating a Back Order

Use these steps to generate a back order:

1. Ensure that the necessary configuration options are enabled inManager.

2. Press F2 to view the list of items. Before selecting an item, make

note of the available quantity for the item.

3. Select the item, and then change the Quantityfield to a value higherthan the item's available quantity.

4. On the Insufficient Quantity window, select Back Order. Theapplicable quantity appears in the Back Ordered column, in additionto the Comment, Order Balance, Expiration Date, and ReferenceNumberfields.


42/58


Page 248

5. To enter detailed information about the back order, press SHIFT +F9.

6. On the Back Order Information window, enter the applicableinformation (reference number, comment, and expiration date), andthen press ENTER. This information then appears at the top of thetransaction screen.

7. Press ENTERto display the Tender window, and then enter theapplicable tender amounts.

8. Press ENTERagain to process the transaction and create the BackOrder.

NOTE: In the Ordering tab of the Configuration window in Manager, a default

deposit amount for Back Orders cannot be entered. However, a user can select the

POS option titledRequire full deposit on back orders in Manager underFILE!CONFIGURATION!OPTIONS. Therefore, the deposit options for back orders are0% or 100% deposits.

Picking Up Items on Back Order

Use these steps to pick up items on back order:


2. Press F11, select the Recall a Back Orderoption, and then pressENTER.

3. On the Back Orders window, select the applicable back order, andpress ENTER. The items appear on the transaction screen.

NOTE: The F11recall key can be used to recall back orders before the customer is

selected. By selecting the customer first, the list of back orders is automatically filtered

to display only those created for the selected customer.

4. Press F12. Store Operations displays a window asking whether tosave changes, pick up the entire back order, or pick up a partial backorder.


43/58


Page 249

5. If the customer wants to pick up all the items in the back order, selectthe Pick Up Entire Back Order option, and then press ENTER. Whenthe Tender window appears, enter the amount in the applicabletender field and press ENTERto process the transaction.

If the customer wants to pay for a partial order, select the Pick Up

Partial Back Order option, and then press ENTER. On the Pick UpOrder window, select the appropriate item the customer wants to payfor, and press the Spacebarto select (check) the Pick Upbox. Ifthere are two or more of the same item on the back order, enter theapplicable quantity number in the Quantityfield. Press ENTERtodisplay the Tender window, enter the applicable tender amounts, andthen press ENTERto process the transaction.

Performing a Blind Closeout

If you want to run closing reports in the back-office, or to quickly and safelyswitch cashiers at the end of a batch, perform a blind closeout. A blind closeout

closes the current batch but does not generate a Z report. After closing the batch,use the Manager program in the back-office to complete the closing process,enter closing (and opening) amounts, and generate X and/or Z reports. Use thisfeature to avoid counting the drawer in front of the public, and to switch cashiersbetween batches in an efficient manner. Use these steps to perform a blindcloseout:

1. PressF5 to display the Open/Close window.

2. Select the Perform Blind Closeoutoption, and then press ENTER.

3. Take the contents of the cash drawer to the back-office and use theManager program to complete the closing process. Go to the Journal

menu and select Update Batch Infoto close out the batch. Refer toChapter 2 for more information.

Processing Returns

Processing a return and performing a post-void are very similar in that a pasttransaction is being canceled. However, processing a return allows for changingcertain attributes about a previous transaction before committing the return(deleting items, changing quantities, and so on). Processing a Void ensures thatall transaction details are reversed without manipulation.

There are two ways to create a return:

Press ctrl + f4 to enable return mode, and build the return transactionfrom scratch.

Press f11 and select Recall a transaction for return. Use this to selectfrom a list of previous transactions and automatically recall all itemdetail from the sale.


44/58


Page 250

Creating a New Return Transaction (CTRL+F4)

Use these steps to create a new return transaction:

1. Press CTRL +F4 to activate the Returnmode. If the software isconfigured to require reason codes for returns, the Select a returnreason code window may appear. In this case, select the applicablereason code, and then press ENTER.

NOTE: Depending on the type of reason code selected, the returned quantity may

increase the On Hand quantity of the item, or may go directly to Offline Inventory.

Refer to Chapter 2 for more information on Reason Codes, or view the sample ReasonCodes defined within the Sample database for a better understanding.

2. Scan or enter the items the customer is returning. When enteringitems while in Return mode, the items automatically appear in redand show a quantity of 1.

3. Press F12 to tender the transaction. On the Tender window, the totalrefund amount appears.

4. Enter the amount for the appropriate tender, and then press ENTER.This causes the on hand inventory for the selected items to increase.

Recalling a Previous Transaction for Return (F11)

Use these steps to recall a previous transaction for return:

1. Press F11to activate the recall menu, and select Recall a transactionfor return.

2. Enter a date range that is large enough to include the transaction tobe returned. The default is always the current day. Click OKoncethe date range is entered.

3. In the list of transactions, select the transaction to be returned. Usethis window to sort and search by transaction number, date,customer, or amount.

4. If the software is configured to require reason codes for returns, theSelect a return reason code window may appear. In this case, selectthe applicable reason code, and press ENTER.

NOTE: Depending on the type of reason code selected, the returned quantity may

increase the On Hand quantity of the item, or may go directly to Offline Inventory.Refer to Chapter 2 for more information on Reason Codes, or view the sample Reason

Codes defined within the Sample database for a better understanding.


45/58


Page 251

5. Once all transaction details are recalled, alter the transaction any waynecessary. For instance, if multiple items exist on the originaltransaction, but only one item is being returned, use the Space Bar todelete the other items. Or adjust the quantity of a specific item if thecustomer is returning less than he or she had originally purchased.

6. Press F12to tender the transaction once finished modifying thetransaction. On the Tender window, the total refund amount appears.

7. Enter the amount for the appropriate tender, and press ENTER. Thiscauses the on hand inventory for the selected items to increase.

Performing a Post-void

For various reasons, it may be necessary to cancel out a past transaction. Forexample, at the end of the day it is realized that the cashier made a costly mistakeon a particular transaction, or a test transaction is completed to test a newcomponent or feature. To negate a past transaction, perform a post-void. Before

performing a post-void, there must be no items entered in the current transaction.Use these steps to perform a post-void:


2. Select the Void a transactionoption, and then press ENTER.

3. On the List Transactions window in the Dateboxes, type or selectthe range of dates that contain the transaction. Press ENTER.

4. On the Transactions window, select the specific transaction to void.Press ENTER. The item(s) appear on the screen with negativequantities, and the Tender window is displayed with the amountentered in the tender that is used when the sale is rung up. TheTender window cannot be closed without canceling the void tochange the items on the transaction. All transaction details arereversed from the original sale.

5. Press ENTERto accept or edit the tender window, and press ENTER.


46/58


Page 252

POS Display Options

This section helps in using:

Net Display

Custom HTML Status Bar

Custom POS Buttons

Touch Screen

Store Operations offers a variety of multi media display options that can turn anordinary POS lane into a highly technological, attention grabbing, and fastmoving register. The POS display options are described in the following sections.

Net Display

FIGURE 3.18:NET DISPLAY


47/58


Page 253

Retailers can use the Net Display to present customers at the POS with a widearray of information displayed in an interactive, attention grabbing manner.When using Windows dual monitor support, the Net Display can be used:

To scroll a list of HTML enabled product/business advertisements,Web pages, and streaming media (called Net Display Channels),

along with a much more detailed and graphical receipt than any PoleDisplay can provide.

For advertisements that can consist of any HTML enabled ad thatcan market products found in the store. Or local businesses can payto have their own ads run in front of captive customers. Each registercan display a different set of Channels.

To use the Net Display feature, the POS register must meet thefollowing criteria:

A second video card must be installed in the computer. Mostcomputers have one card, but not two, so this must be purchased andinstalled separately.

A second monitor must be available to face the Customer.

Windows Extended Desktop must be set up and enabled on thecomputer. The setup of Windows Extended Desktop variesdepending on the operating system, video card, and display adaptersbeing used for the second monitor. Contact the hardwaremanufacturer for further assistance in setting this up.

Setting Up Net Display ChannelsDATABASE REGISTERS!NET DISPLAY CHANNELS

Use these steps to set up Net Display channels:

1. Open Manager and click Database. Highlight Registers and clickNet Display Channels.

2. Click the Newbutton, and give the Net Display Channel a name (Forexample: "My net display channel").

3. Click the Addbutton, and highlight the newly added row by clickinginside the URL column.

4. Type either an address to a Web site, or a local/shared path to anHTML document.

5. Enter the number of seconds for this Web page to be displayed.

6. Repeat steps 3 through 5 until all Web documents are added.

7. This step is optional. Select the check box Display each item'spicture as it is rung up to show the selected item picture on the NetDisplay.

8. Click OKto save changes to the new Net Display Channel.


48/58


49/58


Page 255

5. Click the Windowbutton.

6. Assuming the screen resolution for the second monitor facing theCustomer is 1024 x 768, enter the following settings in this windowand click OK:

Left: 1024Top: 0Width: 1024Height: 768

NOTE: For higher or lower resolutions, make the necessary adjustments. The Left

position setting places the Net Display Channel on the second monitor.

7. Click OK on the Display Properties window, and the selected NetDisplay Channel for this Register appears on the second monitor.

Custom HTML Status Bar

FIGURE 3.19:HTML STATUS BAR

Sometimes cashiers may need additional item or customer information presentedto them during the work flow of a transaction. Many times, this information

might be hidden somewhere on the item or customer properties windows. Usingthe Custom HTML Status Bar, display the pertinent item and/or customerinformation to cashiers.

Some of the examples of modifications to the Custom HTML Status Bar include:

Displaying the Custom Text/Numeric/Date fields on a customerrecord once the customer is selected.

Displaying a customer's current Account Balance, Total Sales, TotalSavings, and Last Visit data.

Displaying the Item Sub Descriptions, Bin Location, and Price

Levels. Displaying the Item or Customer picture when selected.


50/58


Page 256

Store Operations provides two primary examples that can be used in the HTMLStatus bar location:

The default status bar (called Status.htm) displays certain fields fromthe Additional tab of the Customer properties window.

The other status bar (called LineItem.htm) displays the itemdescription and price in a large, easy to read font for the cashier toverify that the correct item is rung up.

Enabling/Disabling the Custom HTML Status Bar

Follow these steps on each register to turn the Custom HTML status bar on oroff:

1. Open the POS and log on.

2. Press CTRL +F6 to open the Display Properties window.

3. Click the Transaction Screentab.

4. Check or uncheck the Display Status bar on top of the check box toenable or disable the feature.

5. Click OKto save the changes.

6. The status bar appears or disappears from the Top of the POStransaction window.

7. For the default HTMLstatus bar, select a customer (F7) and note thefields displayed from the Additionaltab of the customer properties.

Changing the Custom HTML Status BarFollow these steps on each register to change the HTML status bar:

1. Close the POS application, and start Store Operations Administrator.

2. Click File, and then click Configuration.

3. Click the Registertab.

4. Click the Lookupbutton on the Web Status line and browse to thefollowing location and file:

C:\Program Files\Microsoft Retail Management System\Store

Operations\HTML\LineItem.htm5. Click OKto save changes.

6. Restart the POS application and log on.

7. Notice the new Status bar displayed at the top.

8. Select an item using the F2 key and note the information displayed.


51/58


Page 257

Custom POS Buttons

FIGURE 3.20:CUSTOM POS BUTTONS

Custom POS buttons allow cashiers to perform various tasks in a quick andefficient manner. Opening an external program or Web page, or executing a thirdparty application, is done with the click of a button. All registers share the sameset of custom POS buttons, which are created in Manager and enabled in thePOS.

The available functions of a Custom POS button include:

Launch an External application

Open a Web page in an external POS browser Open a Web page within the POS transaction screen

Run an internal command (referred to as a Fire Event)

Execute an external application (through a COM Object)

To use the Internal Command feature with Custom POSbuttons, obtain the

complete list of Fire Event commands from MicrosoftRMSTechnicalSupport. Download a copy of these Fire Events from the Microsoft RetailManagement System Knowledgebase article number 869720, titled"Customization and Integration Options for Store Operations."


52/58


Page 258

Creating Custom POS ButtonsDATABASE!REGISTERS!CUSTOM POS BUTTONS

Use these steps to create custom POS buttons:

1. Open Manager and click Database. Highlight Registersand clickCustom POSButtons.

2. Click the Newbutton, and assign the next available custom POSbutton number.

3. Click the Styledrop-down and select External Program.

4. In the caption, type "Notepad."

5. Click the lookup button on the Command line, and browse toC:\Windows\Notepad.exe.

6. This step is optional. Use the Loadbutton to select a picture for the

button, or Use Mask Colorto highlight it a different color.

7. Click OKto save the new custom POS button.

8. Repeat steps 2 through 7 and create the following buttons:

A: Style: External Program (Wait), Caption: Notepad (Wait),Command: C:\Windows\Notepad.exe

B: Style: HTML Window, Caption: Microsoft, Command:http://www.microsoft.com.

C: Style: Internal HTML Window, Caption: Microsoft (Internal),Command: http://www.microsoft.com.

9. If the POS is open, close and restart it for these new custom POSbuttons to appear.

Enabling/Disabling the Custom POS Buttons

Follow these steps at each register to turn custom POS buttons on:


2. Press CTRL + F6 to open the Display Properties window.


4. Select the Display custombuttons on the right side.


53/58


Page 259

5. If the box is checked, then the percentage of the screen width takenup can be adjusted.

6. Click OKto save changes.

7. The custom POS buttons appear on the right-hand side of the POSwindow.

8. Click each button created in the previous example to see how theydiffer.

Touch Screen POS

FIGURE 3.21:TOUCH SCREEN POS

In certain retail environments, a Touch Screen monitor can be a valuable tool inincreasing cashier efficiency and decreasing transaction times. Some of thefeatures of the Touch Screen POS in Store Operations include:

The ability to create a Custom keyboard with only the most relevantfunction keys displayed.

Each register can have a different custom keyboard.

Add an item to the transaction with the push of a button.

Quick display of a pick-list of items within specific departments,categories, or suppliers.


54/58


Page 260

To use a touch screen with RMS, no OPOS drivers are needed. Simply configurethe monitor outside of RMS, and complete all calibration and setup according tothe manufacturer's instructions. Once the monitor is functioning normally outsideof RMS, enable the touch screen features in Store Operations.

Creating a Custom Touch Screen KeyboardDATABASE!REGISTERS!KEYBOARDS

Use these steps to create a custom touch screen keyboard:

1. Open Manager and click Database. Highlight Registers and clickKeyboards.

2. Click Newand give the keyboard a name.

3. Click Addand select Function Key from the Style drop-down box.

4. From the Functiondrop-down, select Journal.

5. Change the Color and Down Coloroptions to enhance the visual

presentation of the touch screen keyboard.

6. Repeat steps 3 through 5 and create the following custom keys:

A: Style: Function Key; Function: Tender

B: Style: Function Key; Function: Set Customer

C: Style: Item, Function; Item: 15100 (Football)

D: Style: Department; Department: Remote Control

E: Style: Category; Category: Train

F: Style: Supplier; Supplier: Fabrikam

7. Use the Move Upand Move Downbuttons to arrange the keys inany order.

8. Click OKto save the custom keyboard.

Enabling the Touch Screen and Assigning the KeyboardDATABASE!REGISTERS!REGISTER LIST

Use these steps to enable the Touch Screen and assign the Keyboard:

1. Open Manager and click Database. Highlight Registersand clickRegister List.

2. Highlight the proper register number and click Properties.

3. Click the Touch Screentab.

4. Select Touch Screen is enabled for this register.


55/58


Page 261

5. Click the lookup button and select the custom keyboard created inthe previous step.

6. Click OKon the Register Properties window, and then OKagain tothe information message.

7. For the change to take affect, close and restart the POS application ifit is currently running.

8. Repeat these steps for any register where a Touch Screen is in use.

Configuring the POS to Use the Touch Screen Keyboard

To turn on and configure the custom Touch Screen Keyboard:

1. Resize the main POS transaction screen by adjusting the window'sheight.

2. Place the Touch Screen keyboard in the space remaining on themonitor.

The steps below assume a monitor resolution of 1024 x 768. Adjustments need tobe made for higher/lower resolutions. This is necessary to tile the two windows(the POS transaction screen and the Touch Screen Keyboard), so they do notoverlap and cover one another.


2. Press CTRL +F6 to open the Display Properties window.


4. Click the Windowbutton.

5. Enter the following settings:

A. Left: 0

B. Top: 0

C. Width: 1024

D. Height: 500

6. Click OKto save changes in the Window Properties window.

7. Click the Touchscreen Keyboard tab.

8. Check the box titled Show Touchscreen Keyboard.

Click

store operations guide

Documents