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Overview
In this manual, we will discuss the various functionalities within our Retail POS System. Use Case The Retail POS system is used in Golf Shops, and other areas of the Club (Spa, for instance), where retail goods (or services) are transacted. |
Content
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Accessing the Tool
To access the POS,
1) Click on the POS Icon.
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If the user only has one Job Code assigned to their employee profile, it will display “you have successfully logged in”.
Opening a Ticket
In this section we will discuss the necessary procedures to follow when opening a ticket.
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The Hide Dependent button gives user the option to filter out the dependents and spouses from the member display.
- You can sort the screen by each column by touching or clicking the column heading.
Navigating the POS Screen
Note: There are important areas to point out on the POS screen.
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- Bottom – The buttons across the bottom of the screen are system defined and triggers different functionality; see below for a brief and then more in-depth description of each button.
POS Main Button Functionality
Top Row
1) Lookup Item - Allows you to look up an item that has not been set up on the POS screen layout.
2) Remove Item - User can delete an item from the order.
3) Delete Ticket - Will delete current ticket.
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19) Print Ticket - Prints the pay receipt ticket for signature prior to closing the ticket.
Lookup Item Anchor Lookup Item Lookup Item
| Lookup Item | |
| Lookup Item |
Allows you to look up an item that has not been set up on the POS screen layout.
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2) Enter the Item Name in the search field and click or touch to select the Item.
Remove Item
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User can delete an item from the order.
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Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Change Qty
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User can change the QTY on an item (including making quantity negative for a credit).
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2) Enter QTY. When entering a negative QTY, select the minus (-) sign first and then select the amount of the negative QTY. Use the More option to enter quantities greater than 19.
Discount Item
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Gives users the ability to discount an item. Requires security rights.
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Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Comp Item Anchor Comp Item Comp Item
| Comp Item | |
| Comp Item |
Give users the ability to comp an item. Requires security rights.
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Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Add Ticket Anchor Add Ticket Add Ticket
| Add Ticket | |
| Add Ticket |
Gives the ability to open another ticket without exiting the POS before completing the first ticket. You can move back and forth to all open tickets from the POS screen.
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User can see what member is assigned to a ticket by the information at the top left corner; which will show member number and name. Other information displayed is also specific to the member on the ticket.
- There is no limit to how many tickets you can have open.
Change Member
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Used if the member to be billed needs to change for any reason.
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2) Search by name or member number, Highlight the member and click OK, or double click the member.
Upcharge Item Anchor Upcharge Item Upcharge Item
| Upcharge Item | |
| Upcharge Item |
Will prompt for an amount to override and increase the price of the item.
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Note: The amount entered must be greater than the item price. If you want to decrease the price use the Change Price or Discount option.
Quick Settlements
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There are two settlement types available for closing the ticket with one step, Cash and Member Charge. These options do not give you the ability to add additional tip, get change amount, or split tender. For more closing capabilities select Close Ticket.
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2) Double click on the Terminal in question, and put a check mark on Suppress Quick Cash Print or Charge. This will prevent a settle ticket from printing when the Quick Settlements are selected.
Close Ticket Anchor Close Ticket Close Ticket
| Close Ticket | |
| Close Ticket |
The Close Ticket function gives you additional options on how the ticket is settled. In this section we will cover the various options available.
Tender Keypad
Top left corner of the screen is the Tender keypad.
Gratuity - Select the Gratuity button and you will get the Gratuity Prompt. Enter the Gratuity amount (or percentage as applicable) and click OK.
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2. Tax/Service Charge Exempt - Select drop down arrow next to Not Exempt and a list of exemptible features will display. Select the option relevant to the current charge (requires security rights).
Options Include:
Not Exempt
Tax Exempt
Service Charge (SC) Exempt
- Tax & Service Charge (SC) Exempt
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Note: The amount to split must be entered into the Tender keypad first before selecting the settlement type.
Delete All - will remove all settlements entered to start over.
Delete Selected - highlight the settlement type you want removed and select Delete Selected.
Exit Anchor
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Exit Exit
| Exit | |
| Exit |
Will exit the POS screen back to the main screen.
In the POS ordering screen, select Exit when you want to leave the POS screen.
Change Price
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Gives users the ability to reduce the price without using a discount.
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Note: The amount entered must be less than the item price. If you want to increase the price use the Upcharge button.
Duplicate Ticket
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Ability to create a duplicate ticket from another displayed ticket. This is useful if several members are to be charged the exact items.
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Note: Use the Change Member feature to change the member attached to any of the duplicated tickets.
Multi Select (Off)/(On)
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Used in conjunction with Remove Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.
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b) Discount Item
c) Comp Item
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Split Ticket Anchor Split Ticket Split Ticket
| Split Ticket | |
| Split Ticket |
Used if more than one ticket is required on a transaction and to edit separate tickets.
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Please see our Split Ticket manual for a demonstration on all the ways to split an item or ticket.
Coupon Lookup Anchor Coupon Lookup Coupon Lookup
| Coupon Lookup | |
| Coupon Lookup |
The Coupon Lookup works in conjunction with Member Marketing and Item Price Scheduling.
Please see our Coupons manual for more information on their setup.
1) Place the order, and click on Coupon Lookup.
2) The screen will display all available coupons for redemption. Touch or click the one you want.
Note: If the member does not have any active coupons the button will be grayed out.
If a coupon has been applied to an item and you wish to remove the discount, click or touch the Remove Coupon button.
Print Ticket Anchor Print Ticket Print Ticket
| Print Ticket | |
| Print Ticket |
Print Ticket is used when you want to print a receipt before closing a ticket. This will print out the Pay Ticket when selected. Most often used to acquire a signature prior to closing the ticket.
1) In POS ordering screen, select Print Ticket to print out the Pay Ticket.
2) Select Exit when finished.
Notes:
Use Print Ticket to give the customer information on the charges and to get a signature before closing the ticket.
The Pay Receipt can be modified to display discounts, service charge, additional tip, and taxes in a few different formats.
You also have the option to have messages, minimum balances, store credit balances, and other information included on the pay receipt.
See Print Preview as an alternative to Printing directly.
Other Button Functionality
Member Charge All
Another feature is the Member Charge All button. This button will take all open tickets and close them to Member Charge without going through the payment screen.
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2) Double click the applicable Terminal and select Suppress Member Charge All.
Member Preferences
Member Preferences and other information about the member can be manually entered in POS. Food and Beverage uses this feature most often to input information such as preferred tables, foods, drinks, allergies, etc. However, Retail Areas may use this feature to enter tee time preferences, shirt/shoe sizes, etc. If member preferences have been added, the button will turn green to alert the user there is information about the member. This information can also be printed to the receipt printer.
To view preferences, in the top left corner of the POS Screen, select Prefs.
Delete a Preference
To delete a preference, highlight the Preference line, select Delete.
Add New Preference
To add a new preference, select Add New, highlight the Category of preference, in the Enter Preference box enter the description of the new preference, select OK.
Change Preference
To change a preference, the user must delete the preference that needs changed and add the new preference from scratch.
Preference Categories
Add New Preference Category
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2) The Add Preference Category box will appear, enter the new Category name, and select OK when finished.
Member History
Member History will the list the member’s previously purchased Items.
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From and To Dates - enter the start and end date to narrow down the search.
Enable Multi Select more than one ticket to print.
Show Dependents - if selected, the system will display all family member tickets. If unselected, only the tickets rung under the member selected will show.
Area name will be the name of the Area you have the ticket open.
The tickets listed will be tickets that were closed in that Area only.
To see tickets closed from a different Area, select the Area button, select the applicable Area.
It is important to remember that if you do not see an Area listed, then the member has NO closed tickets in that Area.
Member Name and Number is displayed at top right corner; you can click on the name to search a different member. When you hit cancel it will take you back to the ordering screen and the original member will still be displayed.
View Ticket - ticket detail can be viewed on the right middle of the screen; highlight the item to view ticket details and select View Ticket.
Print Settle Receipt and Print Pay Receipt; you can reprint a ticket from history at any time.
Print Preview
The Print Preview feature allows the user to see a Print Preview before any ticket is printed from the POS system. This Print Preview will display exactly how the ticket will look when printed and exactly what Device/Printer it will print to. Furthermore, the Pay and Settle ticket Print Preview will provide the user the option to email a copy of the ticket to the member as long as the member has a valid email address on file.
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3) Navigate to the POS Options tab and select Show Print Preview on Pay/Settle in POS to get the Pay/Settle ticket preview, and Show Print Preview on Send in POS to get the Send ticket preview.
Print Preview Examples
In this section we will provide a few examples of the Print Preview feature.
Print Preview - Pay Ticket
- Select Print Ticket from the Close Ticket screen.
- The Print Preview - Pay Ticket prompt will display. Please see below for available options:
a) Email - Emails a copy of the ticket to the member. Member must have valid email address on file to function properly.
b) Print & Email - Prints the ticket and emails the member a copy of the ticket.
c) Print - Prints the ticket.
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- Again, the Print Preview will display exactly what device the Pay Ticket will print - to and, exactly how it will look when printed.
- For Pay and Settle tickets the Device drop down will display only one printer. The printer displayed will depend on the Receipt Printer configuration of the specific POS Device the ticket is printed from (Please see our manual for more information).
Print Preview - Settle Ticket
1) Select OK or Print & Done when settling a ticket. The Print Preview- Settle Ticket prompt will display> same options as Print Preview- Pay Ticket are available.
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2) The Print Preview - Settle Ticket prompt will display. Same options as Print Preview - Pay Ticket are available.
Returning an Item
To return an Item,
1) Open a ticket for the member that is returning the item.
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Credit Book – To issue store credit to the customer, the user would simply select the Credit Book settlement button and hit OK / Print and Done. In the image below you will see where credit book was issued to the customer in the amount of the returned Item. The customer may apply this credit towards future purchases.
Rain Checks
To utilize the rain check feature you must first create two Items; an Item to Issue a rain check and an Item to Redeem a rain check. These items are set up like any other Item in the Manage Items section of the Items Module. (See the Clubessential Items Manual for instructions on how to create an item) Then, you must select these items in the Rain Check Settings of System Settings and enter a default expiration day count.
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3) Most clients place buttons on their POS home screen for the two rain check items. This is optional as you can use the Lookup Item Feature to look them up when necessary.
Issuing a Rain Check
To issue a Rain Check,
1) Open a ticket for the customer as you would normally, select the Issue Rain Check button (or look up the Issue Rain Check item using the Lookup Item feature), the Issue Rain Check Window will display as shown in the image below.
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7) A $0 rain check item will display on the ticket and the user will close the ticket as normal.
Redeeming a Rain Check
To redeem a Rain Check,
1) The user will open a ticket for the customer as usual, click the Redeem Rain Check button (or look up the Redeem Rain Check Item using the Lookup Item feature). The Redeem Rain Check window will open and any rain checks that have been issued will display as shown below. Select the Rain Check being redeemed and then click OK.
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2) A $0 redeemed Rain Check Item will display on the ticket and the user will close the ticket as normal.
Credit Book/Gift Cards
Credit Book and Gift Cards are explained in separate documents. Please see our Credit Book manual for more information on Credit Book, and please see our Gift Cards manual for more information on Gift Cards.
Bulk Entry
Bulk Entry is used to quickly charge the same Items to more than one member. For example, a tournament entry fee, lessons, or clinics.
Creating a Bulk Entry
To create a Bulk Entry Ticket,
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b) Create Tickets - If you would like to open the tickets so that you may add additional items separately and close each ticket out individually, you will click Create Tickets. A ticket for each member selected will appear in the open tickets screen. Click to access the individual tickets and close each ticket as you wish.
System Tools
Please see our POS System Tools manual for in-depth information regarding functionality contained within the System Tools button and associated tabs.
Employee Time Keeping Actions
Clocking-Out vs Ending a Shift
Clocking- Out and Ending a Shift have a few differences in the Office system. Clocking- Out simply stops the system from recording time on the employee’s timesheet. When an employee ends their shift, the system is prompted to stop recording sales under the employee, until the employee clocks back in. It is important to remember that an employee cannot end their shift without clocking out as well. When an employee clocks back in for the first time after their last End of Shift, this is when the employee’s next “Shift” begins. During this time, employees have the ability to Clock-out without ending their shift at any time. This is mostly used to allow employees to clock-out for breaks, lunches, etc. without ending their shift. This keeps reporting and timekeeping clean as the End of Shift Report will display all sales and transactions completed during the employee’s “Shift” regardless of how many times they clocked out during their shift. Furthermore, an employee’s timesheet will reflect all instances of when an employee clocked in and out during their shift.
Clocking-Out for Breaks
As previously mentioned, employees have the ability to clock-out for breaks without ending their shift. However, before an employee can clock-out the Tickets screen must be blank reflecting that the employee has no open tickets.
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- Again, either of these options will clock the user out but NOT end their shift. Meaning that the employee can clock back in and continue working on the same shift.
- When clocking back in after a break it is important to remember to clock-in under the SAME Job Code that started the Shift. For instance, if I began my shift under the Food & Beverage Management Job Code and I clocked out for lunch, when I clock back in I need to select the Food & Beverage Job Code again for timekeeping to report properly.
End of Shift Processes
Before an employee ends their shift, the Tickets screen must be blank reflecting that the employee has no open tickets. Close all tickets before proceeding.
End of Shift Report
Once the Tickets display is blank reflecting no open tickets, an End of Shift Report can be printed. This report can be printed as many times as the user wants at any time. In addition, the system also keeps an archive of past End of Shift reports for the user to access and print at any time.
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4) As previously mentioned, the system keeps an archive of past End of Shift reports for the user to access and print at any time. To print a past End of Shift Report simply select the appropriate shift in the Shift drop down and select Print Summary.
Ending the Shift
Different operations have different end of shift expectations before an employee can leave; follow the policies and procedures as advised by the club. The Office System requires all tickets to be closed and an End Shift completed. This is the preferred method to ending a shift. Again, please note that an employee cannot end their shift without clocking-out as well.
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2) Select the End Shift box (Clock Out will automatically select itself when End Shift is selected). Select Done.
Options
1) Print Timesheet - when selected, the system will provide a report on total hours worked during the shift per Job Code. A Print Preview will also display when this option is selected. Select Print to continue printing the report.
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4) Clock Out - explained in the Clocking-Out for Breaks section of this document.
5) End Shift - this is the last step needed before the shift is considered ended. As previously mentioned, Clock Out will automatically select itself when End Shift is selected.
Other Ways to End a Shift
1) Select Clock-Out on the main POS screen.
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4) Select OK when finished.
Best Practices
When setting up areas, ensure the settings in the system, align with the best possible operational flow of your respective Retail area. If settings are not necessary/used, ensure they are disabled to prevent staff from clicking unnecessary buttons.
Use settings to provide opportunities for your staff to enhance the Member experience. Settings such as Member Info, Member Preferences, and Member History can increase your staff’s ability to provide a better level of service to your Members.
FAQs
Q: When settings are changed in the POS, do users need to exit out, and log back into the POS for the changes to take effect?
A: Yes, once changes are made, ensure users exit, and log in to a new POS session to ensure change(s) in settings take effect.
Downloadable Guide
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