Office - POS - Classic POS Retail Manual
- Stacy Zak
- Benjamin Hacker
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
Accessing the Tool
To access the POS,
1) Click on the POS Icon.
2) A logo will display moving around the screen, click anywhere on the screen to get the user login prompt. Enter your Employee Swipe Id (the number assigned to each user).
If you are using the Office system to track hours, an additional screen will display prompting the user to select a Job Code.
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.
1) If you have any open tickets they will be displayed on the Tickets Tab: you can touch or mouse click to open the ticket.
2) To open a new ticket, click on the green New Transaction button.
Notes:
The Tickets screen should be blank before running the End of Shift Report.
The Tickets display can vary depending on what columns you want to see. Columns can be removed or added in CMA. To do so, please navigate to System across the top toolbar and choose Areas.
Double click on the Area in question and navigate to the Open Tickets tab on the left pane. Once on the Open Tickets tab, select/unselect the column headers that you would like to see.
3) Member Lookup - Enter the Member Number or Member Name. If this is not a member, select Guest.
As you are typing the number or name, the screen will display the results. Highlight the member to be assigned to the ticket and hit Enter, or touch the member name, or mouse click on the name to select.
Notes:
If the Contains button is highlighted, the system will search all name columns displayed on the screen that meets the search criteria including First name, Last name, and Member Type.
Example: if you key in John, the system will display all the names that have John in the first or last name such as John, Johnson, Johnnie, etc, or if you key in the name of the Member Type only those members in that type will display. This is the preferred setting.
If the Starts With button is highlighted, the system will only look at the beginning of how the Name is displayed.
Example: if the name is displayed as Aaron, Amy R your search criteria will need be Aaron (not Amy). This is not the preferred setting and often is a support call because a server accidentally hit the Starts With button.
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.
Top Left Corner – The information viewed here can be customized using the information in the member file. Each sales Area can display different information. There is various member information available for display (this will be discussed in more details in Area setup). If you click on Member Info the system will take you to additional information about the member and family. Prefs is an area you can add information about the member such as favorite clubs, color, etc. History will show closed tickets from current day and previous days.
Top 1st Line – Displays Area and Ticket Number.
Top 2nd Line – User can choose what Item Categories to be listed on the bar for quick access.
This setting is found in Manage Item Categories. Select the Item Category in Question and Navigate to the Areas tab.
Then, select the POS_Navigation column (last column to the right); next to the Areas to display the category at the top of the POS screen.
Left Middle – Is the Ordering Screen; it lists the items that have been rung up.
Middle – The Screen Group Layout is user defined: buttons can be setup to access a single Item, Item Category, Combo, single Modifier, Modifier Group, or another Screen Group.
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) Office - POS Retail Manual#Lookup Item - Allows you to look up an item that has not been set up on the POS screen layout.
2) Office - POS Retail Manual#Remove Item - User can delete an item from the order.
3) Delete Ticket - Will delete current ticket.
4) Office - POS Retail Manual#Change Qty - User can change the QTY on an item (including making quantity negative for a credit).
5) Office - POS Retail Manual#Discount Item - Gives users the ability to discount an item. Requires security rights.
6) Office - POS Retail Manual#Comp Item - Give users the ability to comp an item. Requires security rights.
7) Office - POS Retail Manual#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.
8) Office - POS Retail Manual#Change Member - Used if the member to be billed needs to change for any reason.
9) Office - POS Retail Manual#Upcharge Item - Will prompt for an amount to override and increase the price of the item.
10) Quick Cash - One step process to close the ticket to Cash.
11) Quick Charge - One step process to close the ticket to Cash.
12) Office - POS Retail Manual#Close Ticket - Take users to a settlement screen with more closing options.
Bottom Row
13) Office - POS Retail Manual#Exit - Will exit the POS screen back to the main screen.
14) Office - POS Retail Manual#Change Price - Gives users the ability to reduce the price without using a discount.
15) Office - POS Retail Manual#Duplicate Ticket - Ability to create a duplicate ticket from another displayed ticket. This is useful if several members are to be charged the exact items.
16) Multi Off - Used in conjunction with Remove Item, Discount Item, and Comp Item; when (ON) users can select multiple Items.
17) Office - POS Retail Manual#Split Ticket - Used if more than one ticket is required on a transaction and to edit separate tickets.
18) Office - POS Retail Manual#Coupon Lookup - This button will turn Green to alert the server if the member has a promo coupon available to redeem.
19) Office - POS Retail Manual#Print Ticket - Prints the pay receipt ticket for signature prior to closing the ticket.
Lookup Item
Allows you to look up an item that has not been set up on the POS screen layout.
1) Select Lookup Item.
2) Enter the Item Name in the search field and click or touch to select the Item.
Remove Item
User can delete an item from the order.
1) Highlight the Item to be removed from the ticket and click Remove Item.
Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Change Qty
User can change the QTY on an item (including making quantity negative for a credit).
1) Highlight the Item and click Change QTY.
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
Gives users the ability to discount an item. Requires security rights.
1) Highlight the item to discount and click Discount Item.
2) A message box will pop up if you do not have security rights to Discount. You will need to get a manager to continue. Select YES and Enter Pass Code.
3) Select a Discount reason or key in a reason. Discount reasons are optional, if you do not get this prompt then you are not setup to track reasons. For more information on setting up Discount reasons, please refer to the Buttons section of our Retail Areas manual.
4) Enter the Discount (on the right side are pre-set percentages, if none of these are what you want click on the % sign to manually enter the desired percentage). If it is a flat dollar discount amount, then use the numbers on the left of the screen. Click OK when finished.
Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
Comp Item
Give users the ability to comp an item. Requires security rights.
1) Highlight the item to comp and click Comp Item, the system will discount the item 100%.
2) A message box will pop up if you do not have security rights to comp. You will need to get a manager to continue. Select YES and Enter Pass Code.
3) Select a Comp reason or key in a reason. Comp reasons are optional, if you do not get this prompt then you are not setup to track reasons. For more information on setting up Comp reasons, please refer to the Buttons section of our Retail Areas manual.
Note: If you have more than one item to delete follow the Multi-Select (On) instructions.
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.
1) Click Add Ticket.
2) Search and select the member or select Guest if this is not a member.
3) If you have more than 1 ticket open you will see buttons labeled 1, 2, 3, etc. For each ticket, click on the button you wish to work with.
Notes:
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
Used if the member to be billed needs to change for any reason.
1) Click on Change Member.
2) Search by name or member number, Highlight the member and click OK, or double click the member.
Upcharge Item
Will prompt for an amount to override and increase the price of the item.
1) Highlight the Item, click Upcharge Item.
2) Enter the amount to override the price.
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
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.
In the POS ordering screen, select Quick Cash or Quick Charge.
Notes: