PC User 2005 May/CD/PCU0505CD.iso/software/apps/files/swiftpos.exe/_SETUP.1/h22.pos

Text File | 2004-03-11 | 6.9 KB | 152 lines

   [MAKING A SALE]

   The main function of the program is the action of
   making a sale. Find below a typical scenario for
   the sale of a few items.

   A. If the customer is a new customer select NEW
   under the CUSTOMER item found under the EDIT
   menu at the top of the screen. When the fields
   become  active, fill in the appropriate information.
   If the customer is a return customer,  push the
   search button (magnifying glass) next to the
   customer name and a list of customers will be
   opened. It is possible to search for the customer
   using the options that appear on the SEARCH
   BY panel that appears. Simply begin typing the
   search information and the match will begin to
   filter to the top of the customer list. To select
   the customer, left click on  the line that contains
   the desired customer's information.

   B. When the customer information is  present,
   the BARCODE field on the CASH REGISTER
   portion of the screen will become active.
   Before the product is added to the sale either
   by barcode scan or selection using the search
   button (magnifying glass), the user can elect
   to discount the product by entering a value
   of 0 through 100 in the DISCOUNT field. This
   represents the discount percentage. Also, this
   is the point in the sale where a refund can be
   given. Selecting the REFUND button will cause
   the  products added to the sale to have a
   negative value and will return the item to the
   inventory. For accounting purposes, refunds and
   sales should not be mixed on the same invoice.
   It is recommended that refunds be done on their
   own invoice and referenced to the original sale
   invoice using the INV LINK field. Placing the original
   invoice number in the INV LINK field will cause the
   refund invoice to print when the orignal invoice is
   re-printed.

   C. At this point, products can now be scanned
   with a barcode scanner or selected using the
   product search button (magnifying glass) next
   to the BARCODE field. Click the product search
   button and type the first letter or letters of either
   the category or product name depending on what
   you set up in the preferences. Click on the product
   when it appears and its name should now be in the
   PRODUCT field. The QTY field can be  changed to
   reflect the number of items purchased. The [F11]
   and   [F12]  keys have been programmed as  'hot
   keys' to select either the QUANTITY or BARCODE
   fields as needed. When an item is  scanned the
   quantity  must already be set and  the item is im-
   mediately added to the sale. When the item is man-
   ually selected from the database,  the item is not
   added to the sale until the   ADD ITEM   button is
   pressed. It is sometimes necessary  to change
   the price of the item before it is added  to the sale.
   This can be done immediately after selecting the
    item before the ADD ITEM button is pressed. To
    change the price, doubleclick on the  UNIT PRICE
    field. A panel will open allowing you to enter a
    one-time, temporary price before adding  it to the
    sale. In the event that the user decides not to
    change the price after the panel  is open, just
    leave the price as 0.00 and the regular price will
    be added. Also, the user can hit the ESCAPE key
    on the keyboard to remove the CHANGE PRICE
    panel.

   D. As items are added to the register the UNIT
   PRICE at the top right will change to reflect  the
   subtotal as more items are added to the sale. If
   the item is in stock but the product's quantity has
   not been updated, it is possible to quickly update
   the quantity by  double-clicking  the   PRODUCT
   field and a quantity edit box will  appear.

   E. Under the VIEW menu at the top of the screen
   the user will find a selection called PRODUCT INFO.
   When checked, the full product information will
   appear in the lower left as you select products
   on the right. This can be useful but only if the
   customer can not  see the  display due to the
   item's  cost and gross  profit being visible.

   F. If an item has been added by mistake or you
   wish to edit the item after it has been added to
   the sale, it can be  removed by simply clicking
   on it's name in the large white area of the screen.
   (Register Tape)

   G. Once all the items have been added to the sale,
   the sale is totalled and tax is added by pressing
   the TOTAL button at the bottom of the screen. The
   sale can still be cancelled up to this point with no
   entries made to the database. If a sale is cancelled,
   the products are put back in stock. In the event the
   customer wishes to add or remove a product after
   the sale has been totalled, it is possible to return to
   the sale by pressing the TOTAL button again and
   answering YES to cancel the total procedure.

   H. It is now time to select the type of payment
   that will be received. If this is a cash sale,
   select the CASH SALE button at the bottom of the
   screen. The cursor will move into the TENDERED
   field and you must make a currency entry here.
   If the sale is a credit sale, select the CREDIT SALE
   button on the bottom of the screen. When  an
   amount is entered into the TENDERED field, a panel
   will open prompting the user to enter the credit
   card information. If the credit card information is
   already in the customer's record and it is current,
   then all the user need enter is the authorization
   number. In the event the credit card information
   is not present or it differs from the customer's
   previous purchase, then the user can enter the
   card number, expiration date, and card type. The
   customer's  record will be updated with the cur-
   rent  information.  Entering an  amount in the
  TENDERED field greater than the balance owed
  on the invoice will cause the program to open a
   CHANGE DUE form with the amount owed back
   to the  customer.  If an amount less than the
   amount  due on the  invoice is  entered in the
   TENDERED field, the invoice becomes an account
   receivable and will be listed on the RECEIVABLES
   panel for future payments.


   I. It is now time to finalize the sale. An addi-
   tional comment about the sale can be entered
   using the NOTE at the bottom of the screen.
   This one line comment will be printed across the
   bottom of the invoice. Pressing the RING UP
   button on the bottom will then complete the sale.
   If the amount tendered is greater than the sale
   total, the change due to the customer will appear
   in red on the CHANGE DUE panel.

   J. If a cash drawer is present, it will open when
   the RING UP button is pressed. If the sale is a
   quote only, the items will be returned to stock in
   the inventory database and no sale entry will be
   made in the sale database.