Cash Register Entry

Cash Register Header:

Customer: This will be the Customer in which the sale will be generated for. 

The following choices are available:

          1- By pressing F1, the user will be able to search for this customer by keyword.

          2- Type in a customer number if you know it.

          3- Type in a Club Card number

          4- Type in a phone number.

          5- Press enter to accept the cash customer 999999.

          6- Scan the gift card number to see the balance

When a customer is selected the name and general information will appear automatically in the respective fields.  If a cash customer is used, the cursor skips all of the header and will be under product number ready to scan or enter items.

If you type in a phone number that doesn't exist, the system will ask you if you wish to create a new customer.  If you answer yes, the following screen will pop-up:

New customer creation Screen:

The fields in red are mandatory. This will create a cash customer in the customer maintenance file.

Note:  When doing a return, the user must start the sale with a customer number or create a new customer number since the system won't allow you to do a return with the cash customer. When entering a negative quantity, the system will prompt the user to either enter an invoice number or press enter and other options will appear such as a search.  The system is looking for the original invoice number that the customer purchase the item that is being returned.  The system can track the customer returns as long as the system option 2 in the system maintenance is set to yes.

REC - Control Customer Returns - Must be activate to track customer returns.

At customer number - How to view a Gift Card balance -

At customer number, you can scan card or enter $00000000014 (Gift card number if no scanner is available) to see balance on a Gift Card.

Once the Gift card is scanned or typed in as above, the system will pop-up the following screen:

User: this allows the user to type in his clerk number or just press enter to accept the user's clerk number by default.

Salesperson: The user must press enter to accept the default's salesperson number.

Authorized Buyer: The user can type in the authorized buyer if applicable but if already set-up in the authorized buyer's module, the user will select the authorized buyer from a drop down list.

Authorization Number:  The user can type in the authorized Purchase Order number if applicable but if already set-up in the maintenance, the system will check if the PO number is still active or not based on from and to dates.

Reference: The use can press enter to leave it blank or type in a reference to the project that the customer is doing. examples: basement - first floor renovations - back yard

Once the user presses enter at reference, the system will bring you to the detail of the invoice.

Cash Register Detail:

Product SKU: From this field, you can add any item from the inventory maintenance to the order. You can type in the SKU number directly in that field – or press F1 to open the Product Search screen.

Lookup for a Product SKU

From that screen, you can either look by:

Alpha: If selected – the system will look in the Alpha fields defined in the inventory maintenance of each product;

Product: If selected - the system will look in the Description fields defined in the inventory maintenance of each product;

Category: If selected - the system will look for products attached to this category in the inventory maintenance.

Random: If selected - the system will look at any fields in the file of each product set up in the inventory maintenance. 

Vendor: If selected - the system will look for products that have this specific vendor as primary or alternate vendor attached in the inventory maintenance.

There are two types of lookup in Phoenix:

1.Information to search: If you type in a word – the system will look for any item that includes that word in its product description, category, vendor, type, etc. (depending on how you define your search), with the exact spelling.

2.Specific text to search: This lookup is more flexible:

Example: User is looking for an item that has Green and Pot in its description:

a.Pot + Green: The + will act as an & in Phoenix. Therefore, the system will look for any item description that includes Pot AND Green somewhere in the description. The order of these two words will not matter;

b.Pot Green: The space between both word will act as and OR in Phoenix. Therefore, the system will look for any item description that includes either Pot OR Green somewhere in the description;

c.“Green Pot”: If the word is included between two quotes – the system will look for any item description that includes Green Pot somewhere in the description, in the exact same spelling, and same order. 

The type of lookup will be defined when the user will position his cursor in the appropriate field.

Phoenix will only show Active Products - unless the user check the box on the bottom right side of the screen for that purpose:

This is also from that field that you can add any Message or Global Message. To do so, select F9 or CTRL – F9 with the cursor positioned in the Product field.

The header will switch from Product SKU to Description:

OR, the user can press the F10 function key to do a search on short code for GL invoicing. This allows the user to charge the customer for a service such as delivery, cutting charges etc.

Example:  in this example, the user typed in delivery for the information to search.  The user must select the proper one and press enter.  This will bring the cursor directly to price and the user can enter the delivery charge and press enter to complete this line.  If the user knows the GL code, the user can type in the code and than press F10.

Product Inquiry:

By pressing CTL + F6 with the cursor position in the product field - the user will have access to additional information coming from the inventory maintenance. If the user presses CTL + F6 when Product field is blank, this will open a viewer that will give access to any SKU from the inventory. If the user presses CTL + F6 while he enters a Product number in the Product field, this will open a viewer that will give additional information from the inventory maintenance of this specific SKU.

The viewer is split in two different tabs:

          - Tab 1 (Product F10): This tab will give specific information attached to the product such as: Price level, location in the warehouse, quantity on hand, quantity on order, etc.

          - Tab 2 (Customer F11): This tab will give specific information of the product selected sold to the customer such as: Price level, Invoices detail on which this item was sold to the customer,                     Account receivables ageing report of                     the customer, etc.

This viewer is also accessible for users who have the proper security level.

Both tabs are only viewer - no change will be allowed from these screen. If any changes need to be made in the Product or Customer Information - this will need to be done through the maintenance (Inventory or Customer).

Gift Registry:

The user might want to sell an item from a Gift Registry so in the detail of the invoice, the user can press ALT-F5 to call a gift registry list and the following screen will pop-up:

The user must click on Yes and the system will ask the following question:

The user must click on Opened and the following screen will pop-up:

In this case, only one list exists in the system so it is very easy to find and the user can double click on the list to call up all the products on this list.  If more than one page, the user can enter some information to search such as a name by changing the search by field to Customer and enter the customer name under the Information to search and press enter.  Once the user double click on the proper list, the following information will pop-up:

The user will find the item that this specific customer wants to buy and highlight it and press F9 to enter the quantity. 

In this case, quantity of 1 was entered.  Once the quantity is entered and no more products should be sold under this gift list, the user must press F4 to Exit and the system will bring in the product under the detail of the point of Sales.  The user can finish the line as usual by confirming the price by pressing enter or the user can override the price or give a discount.

The system will keep track of the items that were sold from a Gift Registry. Once the invoice is updated, this product will no be longer available for sale and will be highlighted in green:

Invoiced: the user must enter the quantity that the customer is purchasing. Under Invoiced, the F1 function key is available if you want to enter the qty sold under a different unit of measure. (not necessarily a satellite product).  I.E. Spruce 2x4x8 (SKU number = SP248) can be sold by the each of by the Thousand Board Feet.

Price: the user must press enter to accept the price showing or can override this price by typing in the new price.  If the price is changed, the user will have to choose a price change code.

2 options are available at the Price field:

F1 will display the last prices that this customer paid for this product

F2 will display Price level 1 to Price level 6.

Discount %: the user must press enter to accept the discount % showing or can override this discount by typing in the new one. If a discount is entered, the user will have to choose a price change code.

Note: Every time you change the price or % discount manually in the Point of Sales, it will be highlighted in yellow.  If price change comes from Special Prices, the line total will be highlighted in yellow.

Once you press enter on the last field the cursor will be ready to enter a new item.

If the customer only wants to buy one item, the user must press F2 to complete the transaction and this will bring the screen to the method of payments.

The user must type in the number which corresponds to the method of payments such as 1 for Amex, 3 for Cash, 6 for Debit and so on and so forth.  These examples are based on in the screen above.  The method of payments should be created with the help of your Implementation specialist during the X-Force software implementation. The system offers up to 25 method of payments.  If your system is integrated pin pads with Desjardins or Moneris, the system will automatically switched to the proper method of payment.

Please note that if you press F4 to go back to the detail of the invoice, the coupons and the global price change will have to be reentered since the modifications that you brought can change if the coupon is still eligible and will change the global discount.