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LESSON 7

Processing sales and returns

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Lesson objectives, 202 Understanding receipt basics, 202

Understanding the effects of a receipt, 203 Tracking sales and returns, 203 Using QuickBooks POS merchant & gift card services, 204 Accessing receipts and sales history, 204 Completing a sales receipt: basic steps, 205

Working with receipts, 206

Listing items on receipts, 206 Adding a new item to inventory and immediately selling it, 207 Locating items from the Item list, 207 Editing receipt items, 208 Deleting receipt items, 209 Zeroing-out a receipt item, 209 Selling service or non-inventory items, 209 Using service or non-inventory items to charge by the hour, 209 Listing a customer on receipts, 210 Selecting a customer for a sale, 211 Cancelling receipts, 212 Holding receipts, 212 Retrieving receipts on hold, 212 Printing receipts, 213 Printing a custom logo on receipts, 213

Working with discounts and prices, 214

Giving item discounts, 214 Changing the receipt price level, 215 Giving global discounts, 216 Understanding price and discount priorities, 217 Applying customer and manual discounts, 217

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Recording receipt payments, 218

Entering payment types and amounts, 219 Processing a receipt with a single payment method, 219 Processing a split-payment receipt, 219 Correcting or deleting payment amounts, 221 Giving change, 222 Opening the cash drawer, 222 Receiving payment by credit card, 222 Accepting payment by credit card, 223 Accepting split payments including credit cards, 224 Using manual voice authorizations, 225 Cancelling and reversing credit card transactions, 225 Settling credit card transactions, 226 Receiving payment by debit/ATM card, 226 Using PIN pads, 227 Accepting payment by debit/ATM card, 227 Accepting split payments that include a debit/ATM card, 229 Cancelling or reversing a debit/ATM transaction, 229 Receiving payment by check, 230 Receiving payment by or on account , 231 Receiving payment by or sale of a gift card, 232 Selling or recharging a gift card, 232 Redeeming a gift card, 233 Checking gift card balances, 234 Using gift card service reports, 235 Receiving payment by or sale of a gift certificate, 235 Selling a gift certificate, 235 Redeeming a gift certificate, 236

Collecting sales tax, 236

Understanding tax codes and locations, 236 Changing tax codes/locations on receipts, 237

Handling merchandise returns, 238

Creating a return receipt by copying a receipt, 238 Using charge accounts to give store credit on returns, 239 Removing unsalable merchandise from inventory, 239 Handling returns or exchanges on a sales receipt, 239

Paying money out of the register (pay-outs), 240 Working with sales history, 241

Locating a receipt, 241 Copying a receipt to create a new receipt, 241 Reversing receipts, 241

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Using Pro level receipt features, 242

Using discount pricing, 242 Selling assemblies and group items , 242 Selling special order items, 242 Recording item serial numbers , 243 Recording shipping information, 244 Tracking sales commissions, 245

Working with customer orders (Pro), 246

Understanding typical workflows for customer orders, 247 Layaways, 247 Sales orders, 247 Work orders, 248 Creating a customer order, 249 Taking deposits on customer orders, 250 Generating purchase orders from customer orders, 251 Filling customer orders, 253 Using work orders, 254 Printing customer orders, 254

On your own exercises, 255 Review questions, 259 Answer key, 261

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Lesson objectives

In this lesson, you learn how to create sales receipts in QuickBooks Point of Sale, how to record different types of payments from customers, how to record merchandise returns, and how to record customer orders. After completing this course, you'll be able to do the following: Create sales receipts Record merchandise returns Describe the tools available for affecting prices and discounts on receipts List the forms of payment you can use in Point of Sale Enter customer payments Give change Record item serial numbers on receipts (Pro) Track funds paid out of the register Put receipts on hold Locate former receipts from anywhere in the sales history Reverse and make corrections to former receipts Print receipts Create layaways and sales orders (Pro) Enter deposits and payments on layaways and sales orders Sell items listed on layaways and sales orders

Understanding receipt basics

There are four types of receipts in Point of Sale: Sales receipts provide a permanent record of merchandise sold from inventory, upon saving the sold item quantities are removed from inventory Return receipts record the return of merchandise to inventory, upon saving the returned item quantities are added back to inventory Payout receipts record money paid out of the cash register for various reasons, such as to buy office supplies, donate to a local charity, or simply to remove some of the cash in the register for security reasons Deposit receipts record deposits taken on customer orders (Pro) Throughout this learning guide, we use the term receipt to refer to all receipt types. The complete names are used only when discussing procedures that apply to only one type of receipt.

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Point of Sale allows you to accept payment from customers by cash, check, credit card, debit/ATM card, gift card, and gift certificate, and supports charges to customer accounts. Specific procedures, requirements, and restrictions for each of these payment types is discussed in later sections of this lesson. (Pro Multi-Store) Both Headquarters and remote stores can create receipts; Headquarters for any store, remotes for their own store only. For more information about recording sales and returns in a multi-store configuration, refer to Lesson 9, "Managing multiple stores."

Understanding the effects of a receipt

Creating a receipt in Point of Sale has the following effects: Deducts sold quantities from inventory (sale) or adds returned quantities back to inventory Adds the receipt to the sold item(s) history Updates the Last Sale date on the customer's record and adds it to the customer's history Files the receipt in the sales history list Advances the receipt numbering sequence by 1 Updates a referenced customer order (if the customer order has not been deleted) Opens the cash drawer and displays the change window, on relevant sales Optionally, prints a copy of the receipt for the customer Optionally, logs the current user out of the program Returns you to a new blank sales receipt form (if not logged out)

Tracking sales and returns

All saved receipts are stored in your sales history list. Saved receipts are permanent transactional documents that can be reversed, but never edited or deleted. Saved receipts can be easily looked up to confirm an earlier sale, be reprinted, or be copied to quickly create a new identical receipt. Sales history is drawn upon when the sales reports are run. If customer information is recorded on receipts, a sales history is built for each customer as well. This type of information is a valuable customer service and marketing tool. For more information on viewing a customer's sales history, refer to Lesson 6, "Managing customer information." If Point of Sale is integrated with QuickBooks, all receipts are sent to QuickBooks during Financial Exchanges to update the financial records and to post customer charges to their accounts. For more information, refer to Lesson 10, "Exchanging data."

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Processing sales and returns There are two options for using receipts to track and report sales and returns: Option 1: To track sales and returns separately, record all merchandise sold on sales receipts and all merchandise returned on return receipts. For most users, this is the recommended option. Option 2: To track net sales instead, record returns on sales receipts as negative quantities. Note that you lose the ability to report separate sales and returns totals using this option.

Using QuickBooks POS merchant & gift card services

You can process credit and debit/ATM card transactions from within Point of Sale with an account with the QuickBooks POS Merchant Service. A credit card reader is not required, but may qualify for lower "swipe" rates. A PIN pad device and card reader are required for PIN debit transactions (optional service, fees apply; hardware sold separately). You can also process gift card transactions and track card balances from within Point of Sale with an account with the QuickBooks POS Gift Card Service A card reader is recommended for this service, but not required (optional service, fees apply, hardware sold separately). Refer to the Getting Started Guide for information, requirements, terms, and conditions for these card processing services. You can also process these transactions outside of Point of Sale with other services and then record the payments on your Point of Sale sales receipts.

Accessing receipts and sales history

There are many access points to receipts and sales history information in POS.

To access receipts and sales history:

From the Point of Sale menu, select one of the receipt options: New Sales Receipt New Return Receipt New Pay-Out Sales History (to view saved receipts) Held Receipts (to view receipts that are on hold)

The default main toolbar and Retail Navigator include shortcuts to several of these activities for convenience.

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Completing a sales receipt: basic steps

Navigate through the receipt form to complete the following fields.

1 From the Point of Sale menu, select New Sales Receipt or New Return Receipt.

2 In the Enter Item(s) field, list the items to be sold by any of these methods:

Scan the bar code on the item tag. Type the UPC, Alternate Lookup, or Item # and press Enter. If one matching item is found it is immediately listed on the receipt. Begin typing the first few letters of the item's Description 1 entry. A drop-down list of items is displayed with the closest match highlighted. Select an item from the list to add it to the receipt or, if no match is found: Press Enter to open the Find window with additional search options. OR Select Add New to add an item to inventory and then immediately sell it. From the Task List, choose select from Item list to locate and enter items from inventory.

3 To immediately edit the quantity or price of the last item listed, click Edit Item,

make changes as needed, then click OK to return to the receipt. The cursor returns to the Enter Item(s) field, ready for the next item entry.

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4 (Optional) List the customer on the receipt.

If prompted, choose to apply a customer discount, price level, or tax location to the sale.

5 Enter any other applicable information for this sale, such as a global (non itemspecific) discount, promotional code, or shipping information (Pro).

6 Click Take Payment to go to the Payment screen. 7 Enter amounts for payments tendered by the customer and/or change returned

until the "Payment Complete" message is displayed. Enter amounts paid by the customer in the Amount Tendered column. Enter change returned to the customer in the Change Amount column. Press Enter or click Accept Payment/Change after each entry. Complete any additional information requested to complete the payment(s), such as check number or credit card information.

8 Click Save & Print.

If change is due the customer, the Change window is displayed.

9 Click OK to close the window and return to a new blank sales receipt form, ready for

the next sale.

Working with receipts

The information in this section describes basic receipt tasks, including listing items, editing, deleting, listing customers, cancelling, holding, and printing.

Listing items on receipts

Sales associates have several options for listing items on receipts. Many scanners enter a carriage return after each scan, moving to the next line automatically. If this is the case, you do not need to press Enter after scanning.

To list items on a receipt: 1 Scan or type item information in the Enter Item(s) field.

If you scanned a bar code and there is one unique match in inventory, it is instantly listed on the document with a quantity of one. If you typed a UPC code, Item # or Alternate Lookup, press Enter. If there is one unique match in inventory, it is instantly listed on the document with a quantity of one. If you typed an item search keyword, the drop-down Item list is displayed. This list sorts and searches by the item's Description 1. Other identifying information is displayed to help identify the items.

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2 From the drop-down Item list, there are several options to add the item to the

receipt: Click an item, or use the arrow keys to highlight an item and press Enter, to list it on the receipt. Scroll through the list to locate and select an item. Press Enter before highlighting an item to open the item Find window, from which additional search options are available. Select Add New to enter a new item in inventory and immediately sell it.

3 To immediately edit the item just listed (quantity, price, etc.) click Edit Item. 4 After all items are listed, press Tab to move through the other receipt fields.

Adding a new item to inventory and immediately selling it

If your entry does not match any current item in inventory, you are taken to the Search window with a "No items found" message displayed. In the Search window, modify the search criteria and click Find again, or click Add New to add a new item to inventory. Defining a new inventory item while creating a document may be useful if you want to sell new items that are physically on hand but have not yet been defined in inventory. Getting an item defined in inventory not only allows you to immediately list it on the receipt but also makes it available to list on purchase orders and receiving vouchers. However, defining a new inventory item while making a receipt and then immediately selling the item may result in a discrepancy in QuickBooks Financial Software inventory value if no cost is defined for the item. In this case, a compensating adjustment must be made in QuickBooks Financial Software. One way to do this is to conduct periodic physical inventories and then make an aggregate adjustment in QuickBooks Financial Software.

Locating items from the Item list

If preferred, locate an item directly in the Item list to add it to a receipt. Sort, search, or filter the Item list to locate the correct item.

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To locate an item from the Item list: 1 From the Task List, click Select from Item List.

This selection displays your item list in a special selection mode with the Doc Qty and Doc Price fields added.

2 Filter, search, or sort and scroll through your item list to locate the item(s) you are

selling.

3 Once you have located the correct item(s), use one of the following methods to

bring them to the receipt: To immediately return one item to the receipt, double-click it. The item is listed with a quantity of one. Enter the quantity of each item to be sold in the Doc Qty column. Optionally, you can specify a Doc Price (sales price, suggested from active receipt price level) for the selected items. Navigate through the item list making entries for all the items being sold. When done, choose Select to return the selected items to the receipt at the specified quantities and prices.

4 Repeat Steps 2-3 until you have located and listed all items on the receipt.

Item editing is possible when using the Item list from a receipt. Items can be added, edited, or deleted, all while the receipt is active. This feature allows the flexibility to perform tasks, such as adding new items, while making the receipt. Note: It is important to realize that any edits made to items after choosing Select from Item List from a document affects your actual inventory file, not just the document in which you are working.

Editing receipt items

Editing receipt items is most frequently done to change the quantity being sold, to give item discounts, to change tax codes, or to enter item serial numbers (Pro). There are two methods to edit item information on a receipt: With an item highlighted in the receipt, click Edit Item to open the Item Information window. Make necessary edits, and then click OK to close the window. Navigate to the editable fields in the receipt item list and enter new values directly.

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Deleting receipt items

Items can be deleted from a receipt, provided the receipt has not been saved.

To delete an item from a receipt: 1 Highlight the item to be deleted in the receipt item list. 2 Click Delete Item.

Zeroing-out a receipt item

With this procedure, the item remains on the receipt with a quantity of zero. You might do this to keep a record of an item the customer wanted, but for some reason the sale couldn't be completed.

To zero-out the item: 1 Type zero (0) in the Qty field in either the receipt item list or the Item Information

window.

2 Navigate out of the field or click OK to close the Item Information window.

Selling service or non-inventory items

Service items are typically used to charge for repairs, alterations, warranty work, or other non-merchandise fees. Service items can be defined in inventory to charge for labor by the hour or for a set price for a specific purpose. Service items have a zero on-hand quantity. Non-inventory items are identical to service items in that they always have a zero onhand quantity. Typically they are used to sell miscellaneous non-merchandise fees. Some retailers choose to use non-inventory items for incidental merchandise for which they do not wish to track quantities. Having a second item type for which quantities are not tracked allows you to categorize and send sales information to separate accounts in your QuickBooks Financial Software. List a service or non-inventory item on a receipt in the same manner as other items. Service and non-inventory items are covered in more detail Chapter 3 of the User's Guide and in Lesson 4, "Managing inventory."

Using service or non-inventory items to charge by the hour

You can use service or non-inventory items to charge for services by the hour or fraction thereof.

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To create an hourly-charge item: 1 Define the item in inventory (e.g. Tailoring, Repair Labor, etc.). 2 Choose either Service or Non-Inventory as the Item Type. 3 Enter the charge per unit of time as the inventory price unit of time (hour, halfhour, quarter-hour, day, etc.).

4 When the item is listed on a receipt, enter the units of time to be charged as the

item's quantity. For example, if you are charging by the hour, enter 1.5 in the Qty field to charge for an hour and a half.

Listing a customer on receipts

Listing customers on receipts is optional, but necessary if you want to use customerbased discounts or tax locations, offer charge accounts, or to track customer purchase history. Any customer on file can be quickly listed on a receipt and new customers can be added while completing a receipt.

To list a customer on a receipt:

In the Customer field, begin typing customer identifying information (last name is the recommended entry). If you type last name, Point of Sale attempts to recognize the name and auto-fill the field for you. A drop-down list of your customers with the match highlighted is also displayed. Press <Enter> to accept the highlighted name or select another name from the list. OR Enter other customer information (first name, company name, phone number, etc.) and press Enter. If one unique match is found, the customer is listed.

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Selecting a customer for a sale

If multiple matches are found, the Find Customer window is displayed, from which you can select the correct customer or refine your search.

Select Add New from the drop-down list or the Find Customer window to add a customer to the receipt. Use one of the options on the Find Customer window to select the customer: Highlight a customer and choose Select Customer (or double-click) to list that customer on the receipt Select Go to Customer list to go to the list of all customer records Select Add New Customer to add a new customer record and then immediately list that customer on the receipt Search again by entering new keywords/numbers or selecting advanced find options to refine your search by field or other criteria

If the listed customer has a customer discount or tax location associated with his or her record, an alert window appears when the customer is selected.

The sales associate may then apply the appropriate discount, price level, or tax location to the current sale, if desired.

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Cancelling receipts

Cancelling a receipt permanently discards the document. No record of the receipt is kept in sales history, and the receipt does not affect inventory or customer records.

To cancel a receipt in progress: 1 Click Cancel.

The Receipt in Progress window displays.

2 Click Discard.

Holding receipts

Holding a receipt temporarily saves it in its present state and does not affect inventory quantities.

To hold a receipt in progress:

Click Hold Receipt. The receipt is stored in the held receipts list. Any payments already entered on the receipt are cleared.

Retrieving receipts on hold

Unholding a receipt returns it to active status. You can return to a it, complete it, and save it. Saving the receipt updates inventory. A held receipt can be accessed and unheld from any workstation on the network within a store.

To retrieve a held receipt: 1 Select Held receipts from Point of Sale menu.

The list of held receipts displays.

2 Locate and highlight the required receipt. 3 Click Unhold Receipt.

To leave the held list without unholding a receipt, click Close.

4 Add, edit, or delete items on the receipt as required. 5 Complete payment and save/print the receipt normally.

Note: If changes are made to the sales tax rates, inventory prices, or a customer discount while a receipt is on hold, that receipt does not automatically reflect the new information when it is unheld. The unheld receipt retains the original information. If you know changes have been made in these values while the receipt was on hold, you must clear and relist the item(s) and/or customer in order to reflect the new values.

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To delete a held receipt:

To delete the held receipt, click Delete Rcpt.

Printing receipts

Typically, a receipt is printed when saved and given to the customer for her records. The layout and information printed, along with other print options, is determined by the receipt template and print options selected in workstation preferences. Pro and Pro Multi-Store users can modify their receipt templates using the Print Designer. Refer to Chapter 15 in the User's Guide for more information on the Print Designer. For some transactions, you may wish to print more than one copy of the receipt. For example, on credit card transactions you may want to print one copy of the receipt for the customer and a second signature line copy to keep on file at the store. During the holiday season, you may wish to enable printing of gift receipts, without prices and payment information.

To print a receipt: 1 Complete a new receipt normally and accept payment or select a receipt from the

Sales History list.

2 Select Save & Print Receipt on a new receipt or select Reprint Receipt from the

bottom toolbar on a previously saved receipt.

3 If a print option dialog is displayed, you can:

Change the printer, if necessary. Specify the number of copies to print. Click Preview to view the receipt on-screen, or Print to immediately print.

Printing a custom logo on receipts

Clients can add their logos to printed sales documents by specifying the logo in Company preferences. If a logo is specified, it is automatically printed on receipts and gift receipts. For Pro-level users, the specified logo is also printed on customer orders and packing slips. Refer to Chapter 15 of the User's Guide for the procedure and logo size requirements.

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Working with discounts and prices

With Point of Sale, you can use price levels and a variety of discounts to change prices on receipts. Neither price levels nor discounts make permanent changes to item prices--they affect amounts only on the current receipt. Before you can apply price levels on receipts you must define price levels in POS. In this section, you learn how to apply price levels and discounts to amounts on receipts. You also learn which takes priority when using price levels and discounts together.

Giving item discounts

Whenever an item discount is entered using the Price field or one of the discount fields in the Item list, Point of Sale recalculates and auto-fills the other fields automatically.

To discount an item price: 1 Select an item in the receipt Item list. 2 Click Edit Item.

To discount to/by a certain amount, enter the new amount in the Price field. To discount by a percentage, enter the percentage amount in the Discount % field.

3 (Optional) Select a discount type from the drop-down list in the Disc Type field. 4 Click OK to record the discount and return to the receipt.

OR Navigate to the price or discount fields in the receipt item list and enter the appropriate discount directly. Any time you manually edit the original inventory price of an item on a receipt, QuickBooks POS considers it a discount--even if you mark the price up. Increasing the price of an item on a receipt is counted as a negative discount.

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These amounts are included in the discount amounts shown on reports (including X/ZOut reports) and, if data is being shared with QuickBooks Financial Software, are transferred to QuickBooks under the account assigned as the Merchandise Discount account in Company preferences.

Changing the receipt price level

The default price specified in company preferences is automatically set as the active receipt price. The active price level is always noted on the status bar and in the Price Level field in the body of the receipt.

You can change the receipt price level manually to give a customer a different price. Any additional discounts subsequently given are applied against the currently active price level. If you list a customer with an associated price level different than the default, the customer price level is automatically applied to the sale, unless previous item discounts were given. In that case, you are alerted to the change and can choose to apply or not apply the price level.

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To change the receipt price level: 1 Navigate to the price level field and select a new price level from the drop-down list.

If you have already listed items on the receipt at the default price level, you are asked how you want to handle the prices of those items.

2 Click Yes to update the prices of the listed items to the new price level. Any item

discounts given are cleared. OR Click No to leave the prices of the listed items at the default price level. Any items listed after this change have the new price level. This option allows you to sell items at two different price levels on the same receipt. A change in price level also clears any previous item discounts given. The next receipt made automatically switches back to the default price specified in Company preferences. To change the default price for all new receipts, change the default price in Company preferences.

Giving global discounts

Global discounts are given against the receipt subtotal (i.e., the entire sale), rather than on individual items. To give a global discount, use the discount fields in the totals area of the receipt form.

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To give a global discount: 1 Enter a percentage in the Disc % field or an amount in the Discount field. 2 Press Tab or navigate to the next field.

An entry in either global discount field results in the program automatically calculating and entering a value for the other. To remove a previously entered global discount, highlight one of the values and press Delete or type a zero (0).

Understanding price and discount priorities

Because there are several ways to apply discounts to sales, it is important to understand how they work together and which discount takes priority if more than one is applied. For example, you list an item and manually discount it by 10%, and then choose a customer who has been assigned a 15% discount in his customer record, the customer discount would overwrite the manual discount if you choose to apply it. If you apply the customer discount, the customer would receive only a 15% discount, not an accumulated discount of 10% plus an additional 15%. If you subsequently change the price level of the receipt, the customer receives a 15% discount, but the discount is applied against the new active price level, not the original price level.

Applying customer and manual discounts

Customer and manual item discounts are always applied against the active price level. You always have the option to apply or not apply a customer discount. If you change the customer or price level after items have been listed, a confirmation message displays alerting you that any previous discounts may be replaced. Additional manual item discounts can be applied after customer discounts or discount pricing is applied. Manual item discounts added afterwards do not affect the other discounts already given.

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Processing sales and returns For example, you list three items that qualify for discount pricing. You then add a manual item discount for one of the items because it is damaged. The manual discount for the one item simply discounts it further; this additional discount does not affect the discount pricing that the other two items already received. (Pro) If you use discount pricing in conjunction with customer discounts, POS compares the prices resulting from each discount type and automatically gives the customer the lowest price for which he or she qualifies.

Recording receipt payments

When you go to the receipt payment screen, the total amount due is suggested in the Amount Tendered column for your default payment method. Accept the full amount by the default payment method or enter new amounts and change payment and change types as appropriate.

To access the payment window:

Click Take Payment. The Payment window is displayed.

To return to the receipt:

Click Back to Receipt on the Payment window.

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Entering payment types and amounts

Accept the suggested entry or enter new amount(s) for one or more payment methods and the change returned to the customer until the Payment Complete message is displayed.

Processing a receipt with a single payment method

This first example assumes the customer is paying the exact amount of the sale with a single payment method and no change is due. (See "Giving change" on page 222 for an example where change is returned to the customer.)

To take receipt payment with a single payment method: 1 Press Enter to accept the full exact amount being paid by your default payment

method. OR Use the Tab or up and down arrow keys to move the highlighted total amount to another payment method. As you press the keys the amount moves up or down through the cells in the Amount Tendered column; you do not have to delete or reenter the amount. Press Enter to accept full payment by the selected payment method.

2 Enter (or scan) any additional information requested, such as check number or

credit card information, as applicable. Specific procedures for each payment method are discussed in later sections of this lesson.

3 When the Payment Complete message is displayed, click Save & Print Receipt.

Alternatively, click Save Only to save the receipt without printing.

Moving and accepting payment amounts with a mouse or touchscreen

Mouse users can move a highlighted payment amount by simply clicking in the cell for a different payment method and can accept a highlighted or entered payment amount by double-clicking on the amount. Touchscreen users can touch the amount field for the correct payment method to move an amount and touching the enter button on the navigation toolbar to accept the amount.

Processing a split-payment receipt

A split-payment sale is one in which the customer uses two or more payment methods for the purchase. For example, the customer might pay $50.00 with a gift certificate and the remaining $24.18 in cash to complete a $74.18 sale.

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Processing sales and returns When you enter the payment screen, the total amount due is suggested by the default payment method. Again, this example assumes the customer is paying the exact amount of the sale with no change due.

To process a split-payment receipt: 1 Use the Tab or up and down arrow keys to move the total amount to the first

payment method, if necessary. In our example, it would be better to record the gift certificate payment first. Point of Sale calculates and displays the balance needed in cash to complete the payment.

2 Type the amount of the gift certificate in the Amount Tendered column for Gift

Certificate and press Enter. You do not have to delete the displayed amount if it is highlighted; type a new amount and it replaces the current amount. The remaining amount due is displayed for the next payment method in the list.

3 Use the Tab or up and down arrow keys to move the remaining balance to the cash

field and press Enter. The Payment Complete message is displayed.

4 Click Save & Print Receipt.

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Correcting or deleting payment amounts

If one or more payment amounts or types are entered in error, they can be corrected or deleted and new payments entered.

1 Highlight the payment amount that is in error. 2 Press Delete to remove the payment amount.

OR Click Clear Payment or Clear Change to remove the amount.

3 Enter new payment and change types until the Payment Complete message

displays.

4 Update and/or print normally. Understanding the effects of correcting or deleting payment amounts

There are a few considerations when deleting or clearing payment amounts: If a credit card payment has already been authorized, but the receipt not yet saved, the charge is voided and does not appear on the cardholder's statement. Enter revised payment information and save/print normally. Debit payments, if authorized through the QuickBooks POS Merchant Service, have already affected the customer's bank account. Therefore, the debit payment cannot be deleted from the receipt, nor can the receipt be canceled or voided. The receipt must be finished or the cashier must manually enter an equal amount by another payment type, such as cash, to balance the receipt and refund the debit amount to the customer. Any entered or assigned check, gift certificate, or credit card numbers are cleared. If the receipt has already been saved, you must reverse the receipt and create a new one. Refer to "Reversing receipts" on page 241 for more information. (Pro) If deposits have been used as payment on the sale (as might be the case when selling customer order items), the deposits are removed and returned to the referenced customer order.

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Giving change

If the amount received from the customer exceeds the receipt total, the overpaid amount is displayed in the Change column. The change method is always suggested as Cash, but can be returned to the customer in one or more change methods of your choice, just as payments could be taken from the customer by different payment methods. Use the same procedures to define the change amounts and methods as you did for taking payments. Specific instructions forgiving change are covered in detail in Chapter 8 of the User's Guide.

Opening the cash drawer

If your client has a properly configured, compatible cash drawer, it opens when receipts are saved using the payment methods specified in Company preferences. The cash drawer may also be opened manually, subject to security rights.

To open the cash drawer manually:

From the Point of Sale menu, select Open Cash Drawer.

Receiving payment by credit card

If you have an account with the QuickBooks POS Merchant Service, provided by Innovative Merchant Solutions, LLC (IMS), an Intuit company, you have an integrated credit card processing solution that allows you to authorize, settle, and record these transactions within your Point of Sale software. Note: The procedures that follow assume your client has configured Point of Sale preferences with his or her QuickBooks POS Merchant Service account number, communication method, and card reader (if using). Refer to the Getting Started Guide for more information about merchant accounts. If your client does not have an account with the QuickBooks POS Merchant Service, he or she can still record credit card transactions in Point of Sale, using the general payment procedures, but cannot authorize and settle those transactions from within Point of Sale. Also, merchant service reports showing whether transactions are settled or unsettled are not available (you can still print a report listing your credit card sales). Enter the customer's payment as a credit card amount and select the card type used when recording payment. Follow your service provider's instructions for authorizing and settling the transactions. Procedures in the rest of this section that discuss authorizing or settling credit card payments do not apply.

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Accepting payment by credit card

Use the procedure below to accept payments by credit card.

To accept payments by credit card: 1 Start the receipt normally, listing items and other information.

If using the Ingenico eNcrypt 2100 PIN pad: The customer can swipe his or her card at any time; there is no need to wait to go to the Receipt Payment window. The customer should choose Credit as the transaction type.

2 Click Take Payment to go to the Payment window.

If using the Ingenico eNcrypt 2100 PIN pad: If the customer finished entering information on the PIN pad before you reached the Payment window, the receipt amount is auto-filled in the Credit Card 1 field and the Credit Card window opens. Skip to Step 5 in this case. If you clicked Take Payment before the customer finished, complete Step 3 and then skip to Step 5.

3 Move the receipt amount to the Credit Card 1 payment method and accept it.

The Credit Card window opens.

4 Swipe the credit card (or manually enter the card information and ZIP Code and

click Authorize). Point of Sale connects to the Merchant Service to obtain authorization. If using the Ingenico eNcrypt 2100 PIN pad: The customer must press OK on the PIN pad to approve the sale amount. (A "Waiting for customer input" message appears until customer approves the amount.)

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5 If all of the following are true, Point of Sale processes the transaction and prints the

receipt without further action on your part. This allows you to return to servicing the customer. You swiped the card, rather than manually entering card information The transaction is approved You are configured to automatically print and save the receipt upon approval If any of these are not true, continue with the following steps.

6 One of the following messages appears:

Authorized: The charge has been approved. Click OK to close the card dialog. Declined: The charge was not approved. Click Cancel to return to the payment screen. Ask the customer to provide a different form of payment, or select authorize to try again. Referral: Voice authorization is required. The cursor is automatically placed in the Authorization field. Call the number listed on screen and give the operator your Merchant Number (displayed). Enter the authorization number the operator gives you and press Enter.

7 Wait for the receipt to print, if configured to print automatically on approval.

OR Click Save & Print.

8 Have the customer sign the merchant copy of the receipt.

Accepting split payments including credit cards

Split payment transactions involving credit cards are allowed. Up to three credit cards can be used on one transaction. Credit cards can be used in combination with other payment methods. Note: Do not swipe the customer's card until directed to do so below.

To accept a split payment that includes a credit card: 1 Complete the receipt and click Take Payment. 2 Enter the amount for the first credit in the Credit Card 1 field. 3 Press Enter. 4 Swipe the customer's card or manually enter the card information.

If using a PIN pad, have the customer confirm the amount. Point of Sale connects to the Merchant Service for authorization.

5 After authorization is received for the first card, enter or accept the amount for the

second card in the Credit Card 2 field, or move the amount to another payment method.

6 Press Enter.

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7 If using a second card, swipe or enter card information now and follow the same

process to complete the second authorization. OR If using another payment method, enter any requested information.

8 Repeat for a third card or another payment type, if necessary. 9 Click Save & Print (if not configured to print automatically). 10 Have the customer sign the merchant copy of the receipt.

Using manual voice authorizations

If there is a problem with the connection, Point of Sale prompts the sales associate to make a voice authorization after three failed connection attempts. It is possible to force a manual voice authorization. This may be necessary when the regular connection method is unavailable or to enter transactions that were made while the connection was down.

To force a manual authorization: 1 With the credit card payment window displayed, enter the credit card number and

expiration date. Do not enter the customer's ZIP code at this point.

2 Click Enable Voice Authorization 3 Call the number displayed for authorization.

The merchant number is displayed for convenience.

4 Enter the authorization code given by the merchant representative in the

Authorization field.

5 Enter the customer's ZIP code. 6 Click OK.

Cancelling and reversing credit card transactions

If a customer cancels a credit card purchase, the following apply: If the receipt has not been saved/printed, cancel out of the Credit Card window if necessary, and then clear the payment or cancel the entire receipt, as applicable. If the credit card has already been authorized it is voided and the charge does not show up on the cardholder's account. If the receipt has been saved, but the transaction not yet settled, display the original receipt and select reverse receipt from the bottom toolbar. Both the original and reversing receipt retain the credit card charge information, but are marked as being voided, and the transactions are not sent for settlement, nor does either transaction show up on the cardholder's statement. Refer to "Reversing receipts" on page 241 for more information.

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Processing sales and returns If the transaction has already been settled, either create a return receipt returning the charge amount to the customer as change or reverse the original receipt (which automatically credits the cardholder's account). Because settlement has already occurred in this circumstance, both the original and return/reverse transaction show up on the cardholder's statement.

Settling credit card transactions

Although credit card transactions are authorized immediately, funds are not transferred from the cardholder's account to the client's until the transactions are "settled." With a QuickBooks POS Merchant Service account, each day's Merchant Service batch is sent to the processor for settlement as part of the End of Day procedure. Batches may also be sent manually when desired. (For more information, refer to Lesson 8, "Running end of day procedures.") Once settled, transaction funds are deposited into the client's bank account, less the merchant discount fee. Important: Send your credit card transaction data to the processor within a day of authorizing the transactions to avoid paying higher fees. Note: A credit card settlement batch is limited to 500 transactions or a total dollar amount of $999,999.99. If you reach either of these limits before settling, Point of Sale does not allow any more credit card transactions until settlement is completed.

Receiving payment by debit/ATM card

If your client has an account with the QuickBooks POS Merchant Service, provided by Innovative Merchant Solutions, LLC (IMS), an Intuit company, he or she has an integrated debit/ATM processing solution that allows the authorization and recording of these transactions within the Point of Sale software. QuickBooks POS Merchant Service does not support charging customers a fee on debit/ATM transactions. There are two ways a customer's debit/ATM card can be accepted for purchases: PIN debit transactions, which require the use of a PIN pad, take payment directly from the cardholder's associated bank account, and allow cash back. This section applies to this type of transaction. Processing the customer's debit/ATM card like a credit card, which does not require the use of a PIN pad and does not allow cash back. Typically, the card must display a credit card logo (e.g., Visa, MasterCard) to be used this way. Process these transactions using the instructions in "Receiving payment by credit card" on page 222.

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If your client does not have an account with the QuickBooks POS Merchant Service, he or she can record debit/ATM transactions in Point of Sale using the general payment procedures, but cannot authorize these transactions from within Point of Sale. Enter the customer's payment as a debit/ATM amount when recording payment. Follow the service provider's instructions for authorizing the transaction and offering cash back. Procedures in the rest of this section that talk about authorizing debit/ATM card payments do not apply.

Using PIN pads

Intuit sells and supports two models of PIN pad for processing debit/ATM transactions in Point of Sale. The procedure for accepting payment varies slightly, depending on your hardware configuration. Ingenico eNcrypt 2100 ­ This PIN pad has an integrated card reader which can be used to process both credit card and debit/ATM transactions. Ingenico 3010 ­ This PIN pad has no card reader and requires that a card reader also be installed on the system. The procedures that follow assume there is a supported PIN pad connected and have configured Point of Sale preferences with your QuickBooks POS Merchant Service account number, communication method, and PIN pad. Refer to the Getting Started Guide for more information about PIN pads and configuring for a merchant account.

Accepting payment by debit/ATM card

Use the procedure below to accept payments by debit/ATM card.

To accept payment by debit/ATM card: 1 Start the receipt normally, listing items and other information.

If using the Ingenico eNcrypt 2100: The customer can swipe their card at anytime; they do not have to wait to go to the receipt Payment window. The customer should select Debit/ATM as the transaction type, enter his or her PIN, and, optionally, select a cash back amount.

2 Click Take Payment to go to the Payment window.

If using the Ingenico eNcrypt 2100: If the customer finished entering information on the PIN pad before the sales associate reached the Receipt Payment window, the receipt amount is auto-filled in the Debit/ATM field and the Debit Card window is opened. Skip to Step 5 in this case. If you clicked Take Payment before the customer finished, complete Step 3 and then skip to Step 5.

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3 Move the receipt amount to the Debit/ATM payment type and accept it.

The Debit Card window is opened.

4 Swipe the debit card and, if applicable, enter a cash back amount.

The customer must press OK on the PIN pad to approve the sale amount. (A "Waiting for user input" message appears until the customer approves the amount.) Point of Sale connects to the Merchant Service to obtain authorization.

5 If all of the following are true, Point of Sale processes the transaction and prints the

receipt without further action on your part. This allows you to return to servicing the customer. The transaction is approved You are configured to automatically print and save the receipt upon approval If any of these are not true, continue with the following steps.

6 You will see one of the following messages:

Authorized: The debit has been approved. Click OK to close the card dialog. Declined: The debit was not approved. Click Cancel to return to the payment screen. Ask the customer to provide a different form of payment, or click Authorize to try again.

7 Wait for the receipt to print, if configured to print automatically on approval.

OR Click Save & Print to complete and print the receipt.

8 If applicable, the change window displays the cash amount to give the customer.

Click OK to close the window.

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Accepting split payments that include a debit/ATM card

Split payment transactions involving debit/ATM cards are allowed, however only one debit card payment is allowed on a sale. Debit/ATM cards can be used in combination with other payment methods, including credit cards. Do not swipe the customer's card until directed to do so below.

To accept a split payment that includes a debit/ATM card: 1 Complete the receipt and click Take Payment. 2 Enter the amount for the debit in the Debit/ATM field payment field. 3 Press Enter. 4 Swipe or have the customer swipe their card and, optionally, enter a cash back

amount.

5 Have the customer confirm the amount on the PIN pad.

Point of Sale connects to the Merchant Service for authorization in the same manner as in the previous procedure.

6 After authorization is received for the debit card, enter and accept the amount for

the second payment method.

7 Press Enter. 8 If using a credit card, follow the credit card authorization process.

OR If using another payment method, enter any requested information.

9 Repeat for another payment type, if necessary.

Once the payment is balanced with the amount due, the transaction immediately saves and/or prints (if configured to do so). Or, click Save & Print to complete the transaction.

Cancelling or reversing a debit/ATM transaction

PIN debit payments, if already authorized through the QuickBooks POS Merchant Service, cannot be cleared from the receipt, nor can the receipt be canceled or voided. If the receipt has not been saved yet, the cashier can manually enter an equal amount by another payment type to balance the receipt, save, and refund the debit amount to the customer. Reversing a debit receipt does not create a credit back into the customer's bank account. When you reverse a debit receipt, the change is automatically assigned to cash. If you want to return the money to the customer by another method, create a return receipt instead and choose any payment method. Then create a new, corrected receipt.

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Processing sales and returns Refer to "Reversing receipts" on page 241 or "Handling merchandise returns" on page 238 for more information on these procedures.

Receiving payment by check

Whether or not checks are accepted from a given customer can be recorded in the Accept Checks field on the customer's record. Follow the payment procedures outlined earlier in this chapter to accept a check for the exact sale amount. Note: A cashier with sufficient security rights can override the customer's Accept Checks setting (if set to not accept checks). When selecting payment by check from such a customer, a warning dialog is displayed, but a check can still be accepted at your discretion. A cashier that does not have security rights to override this setting cannot accept the check (the check payment method is disabled) and a different payment method must be used to complete the sale. For more information about assigning security rights to employees, refer to Lesson 11, "Reports and employees."

To accept a check for more than the purchase amount: 1 Complete the sale normally, entering the full amount of the check in the Amount

Tendered column for Check.

2 Press Enter. 3 When prompted, enter the check number. 4 Click OK.

Any overpayment is suggested as Cash for the change. The change can be returned by other methods if needed; simply move or enter the change amount to a different change type.

To cash a check without a purchase: 1 Create a receipt with no items listed and a zero total balance. 2 Click Take Payment to display the Receipt Payment window. 3 Enter the payment amount as a check. 4 Enter the check number or complete verification procedures as requested.

The entire amount shows as change due and is suggested as cash.

5 Press Enter to accept the amount and change method. 6 Save the receipt.

The change window displays the cash amount to return to the customer.

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Receiving payment by or on account

POS gives your clients the ability to make sales by charging to customer accounts. However, should your client want to track customer account balances within Point of Sale, the client must also use QuickBooks Financial Software. Customers whose accounts are tracked in QuickBooks Financial Software must meet the following criteria: Account customers must be defined in both Point of Sale and QuickBooks. The Use with QuickBooks flag for the customer must be selected in the POS customer record. Account limits must be defined for individual customers in QuickBooks. A subsequent Financial Exchange has been completed so the customer's account limit and current account balance are available in Point of Sale. Note: The following discussion assumes the client uses QuickBooks Financial Software; if not, you'll have to track customer account balances outside of Point of Sale.

To record a sale on account: 1 List the items and customer on the receipt normally. 2 Accept or enter the payment amount using Account as the payment method

(enter/accept the amount in the Charge field).

3 Save/print the receipt normally.

When information is exchanged with QuickBooks at the end of the day, customer account charge receipts are sent and posted to the customer's account. QuickBooks sends the new account balance (which may include finance charges not tracked in Point of Sale) so that you have an updated balance in Point of Sale to reference on the next sale. If the customer's credit limit is changed in QuickBooks, it is also sent to Point of Sale during the next Financial Exchange. Point of Sale checks the customer's available credit when you enter a payment by account charge and alerts you if insufficient credit is available. Payment by charge on account is not allowed if the sale amount exceeds the available credit. The customer's account limit can be increased in QuickBooks, if needed, and is then available in Point of Sale after the next Financial Exchange.

To record payments on account: 1 Start a new receipt. 2 List the customer on the receipt. 3 List any items that are being sold in the same transaction. 4 Click Take Payment.

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5 Enter the amount being paid on account in the Account Payment field (in the

Change Amount column). The full amount due from the customer is displayed in the Amount column, including the payment on account amount plus the amount of any additional purchases.

6 Enter payment amount(s) until the Payment Complete message is displayed. 7 Save the receipt.

Note: The Account Charge method is not available on the payment screen when accepting a payment on account, as a customer cannot make a payment on account by charging it to his account.

Receiving payment by or sale of a gift card

If your client has an account with the QuickBooks POS Gift Card Service, provided by Innovative Merchant Solutions, LLC (IMS), an Intuit company, you have an integrated gift card solution which allows you to sell, redeem, and track the balances of gift cards within your Point of Sale software. Gift cards are sold, recharged (additional value added), or redeemed from the Receipt Payment window. Up to three gift cards can be sold or redeemed on a single receipt. After entering one transaction, a new gift card line is added to the payment window. Note: The procedures below assumes your client has an account with the QuickBooks POS Gift Card Service and has configured Point of Sale Company preferences with the appropriate account information. (Refer to the Getting Started Guide for more information about setting up a merchant account.) If your client does not have an account with the QuickBooks POS Gift Card Service, he or she can still record gift card transactions in Point of Sale using the general payment procedures, but cannot authorize or track gift card balances from within Point of Sale. Enter the customer's payment or change on the gift card payment line when selling or redeeming a card. Follow the service provider's instructions for authorizing the transaction and tracking balances. The procedures described in the rest of this section that refer to ordering, adding value to, or checking balances of gift cards do not apply.

Selling or recharging a gift card

When a customer buys a gift card, there is no net sale. The customer is paying the amount of the card purchase by one payment method (such as cash or credit card) and receiving the same amount as change in the form of a gift card.

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To sell or recharge a gift card: 1 Start a new receipt with or without items listed. 2 Click Take Payment to display the Receipt Payment window. 3 Enter the amount of the gift card being sold in the Purchase column for the Gift

Card tender type field.

4 Press Enter.

The Gift Card window is displayed.

5 Swipe or enter the gift card number. 6 Click Authorize.

Point of Sale connects to the Gift Card Service and updates the balance for the card; a confirmation message is displayed.

7 Use general payment procedures to accept the amount due from the customer until

the Payment Complete message is displayed.

8 Save the receipt.

Redeeming a gift card

A gift card can be used to pay for a sale in the same way as any other payment method.

To redeem a gift card for payment on a sale: 1 List the items to be sold on the receipt. 2 Click Take Payment to open the payment window. 3 Move or enter the amount due to the Gift Card Redeem field. 4 Press Enter.

The Gift Card window is displayed.

5 Swipe or enter the gift card number.

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6 Click Authorize.

Point of Sale connects to the Gift Card Service and checks the balance of the card. A confirmation message is displayed. If the balance is equal to or more than the amount due, the payment amount is deducted from the card balance and payment is complete. If the card balance is less than the amount due, the card balance is adjusted to zero and the authorized amount is auto-populated to the Gift Card Redeem field. You must take additional payment by another gift card or other payment method for the remaining amount due.

7 Save the receipt.

Checking gift card balances

Use this procedure to view the balance remaining on a gift card.

To check the balance of an individual gift card: 1 Start a new sales receipt with or without items listed. 2 Click Take Payment. 3 Click Check a Card Balance to the right of the Gift Card line.

The Gift Card Balance Inquiry window is displayed.

4 Swipe or enter the card number. 5 Click Check Now.

Point of Sale connects to the service and displays the card balance. To view the balances of all outstanding gift cards run the Gift Card Balance Summary report as described below.

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Using gift card service reports

Two gift card reports are available in Point of Sale: Gift card balance summary--A list of all outstanding gift cards and their current balances. Gift card activity detail--Details of gift card activity in a specified date range. For more information about locating and running reports, refer to Lesson 11, "Reports and employees."

Receiving payment by or sale of a gift certificate

When a customer buys a gift certificate, there is no net sale. The customer is paying in the amount of the certificate in one currency (such as cash) and receiving the same amount as change in the form of a gift certificate.

Selling a gift certificate

Certificate numbers can be recorded on both the sale and the redemption of gift certificates for tracking purposes. You cannot both take and sell a gift certificate on the same transaction.

To sell a gift certificate: 1 Start a new receipt with or without items listed. 2 Click Take Payment to display the payment window. 3 Enter the amount of the gift certificate in the Gift Certificate Purchase field. 4 Press Enter. 5 Enter the gift certificate number in the dialog displayed. 6 Click OK.

The total amount due from the customer (any purchases plus the gift certificate amount) is suggested in the amount column.

7 Enter payment amount(s) as applicable until the Payment Complete message is

displayed.

8 Save the receipt.

The Change window displays the amount of the gift certificate to give the customer.

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Redeeming a gift certificate

A gift certificate can be used to pay for a sale in the same manner as any other payment method.

To accept a gift certificate for payment: 1 Process the payment normally, entering the amount in the Gift Certificate Redeem

field.

2 Record the certificate number when prompted. 3 Take additional payments and/or return change in the normal way. 4 Save the receipt.

Collecting sales tax

If your client charges sales tax, you can setup a sales tax structure in Point of Sale so that sales taxes are automatically collected on sales of taxable merchandise. As you complete the Setup Interview, you are asked to enter your sales tax rate and the agency to whom you pay the sales taxes collected. Based on this information, Point of Sale creates two default sales tax codes (one taxable and one non-taxable) for a single tax location, identified as Local Sales Tax. If the situation requires additional taxing flexibility, you can add, delete, or edit sales tax codes or locations in company preferences at anytime. When a sale is made, sales tax is automatically calculated and added to all taxable items according to the tax structure. The item tax code identifies an item as taxable or nontaxable, but the sales tax locations and rates specify the actual percentage of tax to be collected. Note: In order to post sales tax properly in QuickBooks, corresponding tax items and tax codes must exist in QuickBooks. You must map Point of Sale tax items and codes to the existing QuickBooks tax items or create these items in QuickBooks if they do not already exist. Refer to Chapter 14 of the User's Guide for more information.

Understanding tax codes and locations

Sales tax codes identify the tax status of items in your inventory, such as taxable and nontaxable. However, there may be different requirements for how certain items are taxed or reported in some tax jurisdictions. In these cases, a separate tax code should be defined and then assigned to applicable items in inventory. In inventory, assign these tax codes to your items based on the class of merchandise they fall in. When making sales, the correct tax rate will be applied to each item and the sales tax collected.

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Once created, a tax code is available in every tax location in Point of Sale, and if needed, you can apply a different tax rate and other taxing options to each location by editing the tax code for that location. Multiple sales tax locations can optionally be used to define the specific taxing instructions for each tax code in different geographical areas or for customers requiring special tax handling. One default location, named Local Sales Taxes, is entered for you; you must have at least one tax location and the default location cannot be deleted unless you enter new locations. Add as many tax locations as you need. Refer to Chapter of the User's Guide for more detailed information on setting up, configuring, and applying sales tax codes and locations.

Changing tax codes/locations on receipts

Point of Sale automatically calculates and collects tax on sales based on the tax configuration. If a customer is listed on a receipt with an associated tax location (or flagged as tax-exempt), the tax location or 0% tax rate, as applicable, is applied to the sale. While making a receipt, you can also manually change the tax code for individual items or the tax location applied to the entire receipt. Tax locations offer a convenient way to change the tax instructions for different tax areas or for making sales to organizations that qualify for special tax handling.

To change the tax code of an item being sold: 1 Highlight the item in the receipt item list. 2 Click Edit Item to open the Item Information window. 3 Select a new tax code from the drop-down list and click OK to close the window. 4 Repeat for additional items, as necessary.

The item and receipt total tax amount are recomputed to reflect the changes. If sold items are taxed at different rates, the tax % field in the totals area of the receipt is disabled. Note: Alternatively, if you have added the tax code field to the receipt item list, you can simply select the tax code you wish to apply from the drop-down list. Click twice in the field to activate the drop-down list.

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To change the tax location for the entire receipt: 1 From the receipt Task List, click Select Tax Location. 2 Select a new tax location in the Change Tax Location dialog that is displayed.

Only the tax locations you have predefined are available for selection.

3 Click Select.

The sales tax on the receipt is computed for the new tax location.

Handling merchandise returns

Merchandise returns are typically recorded on return receipts. A return receipt deducts the receipt total from the current day's sales and adds the item(s) back into inventory.

To make a return receipt: 1 From the Point of Sale menu, select New Return Receipt. 2 List the returned merchandise on the receipt, using the same prices at which the

merchandise was purchased. List returned quantities as positive numbers on a return receipt.

3 On the Receipt Payment window, enter the refund amount in the applicable change

type.

4 If refunding by credit or gift card and using the QuickBooks POS Merchant or Gift

Service, swipe the customer's card and/or enter information as requested. A credit appears on the cardholder's account or the refund value is added back to the gift card, respectively. Refunds cannot be made to a debit/ATM card. Return the money to the customer by another change method per your store policy.

5 Save and/or print the receipt normally.

Alternatively, a return can be recorded on a sales receipt if additional merchandise is being purchased or when doing an exchange. The return quantity must be entered as a negative number in this case.

Creating a return receipt by copying a receipt

Sometimes it is more convenient to locate and copy the original sale receipt from sales history to make a return receipt, especially if all items on the original receipt are being returned. Using the original receipt also lets you confirm the date and price(s) of the original sale.

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To make a return receipt by copying the original sales receipt: 1 Locate and display the original receipt. 2 Click Copy to copy all the original items and receipt information (except payment

information) to a new receipt. Refer to "Copying a receipt to create a new receipt" on page 241 for more information.

3 From the Task List, click Change to Return Receipt. 4 Edit as necessary. 5 Process the refund amount on the Receipt Payment window as change.

Using charge accounts to give store credit on returns

Merchants allowing charges on account can issue store credit on merchandise returns. To do this, create a normal return receipt. On the payment window, enter the change amount in the Account Payment field. If using Point of Sale in conjunction with QuickBooks financial software, the customer's charge account is credited and a credit memo is created in QuickBooks.

Removing unsalable merchandise from inventory

Doing a return or exchange adds the returned items back to inventory. If the merchandise returned is unsalable, you should create an adjustment memo to remove it from inventory or a return voucher if the item is to be returned to the vendor. Refer to Chapter 8 of the User's Guide for more information.

Handling returns or exchanges on a sales receipt

If it is convenient, record returns or handle merchandise exchanges on a single sales receipt. Be aware, however, that the ability to track and report returns separately is lost. On sales reports, returns are not broken out as a separate category; instead, these reports reflect net sales.

To handle returns or exchanges on a sales receipt: 1 Record the returned merchandise on the sales receipt as negative quantities. 2 Record newly purchased merchandise on the same sales receipt as positive

quantities.

3 On the Receipt Payment window, take payment or issue a refund in the normal

manner for any balance due or owed the customer.

4 Save and print the receipt.

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Paying money out of the register (pay-outs)

Cash sometimes needs to be removed from the cash drawer for various purposes. For example, a client may remove cash from the cash drawer to buy office supplies, donate to a local charity, or to purchase pizza for an office party. Retailers may also routinely conduct "cash drops," where a portion of the cash is removed from the cash drawer to lessen the amount exposed to possible theft or loss. The Pay-out feature allows clients to record the removal of cash from the cash drawer.

To perform a pay-out: 1 From the Point of Sale menu, select New Pay-Out.

The Cash Paid Out dialog is displayed.

If you are using security, the logged in user's name is automatically entered in the Cashier field. If you are not using security, optionally enter your name in the Cashier field.

2 Enter the amount being removed from the cash drawer in the Amount field. 3 If you are using QuickBooks, select a QuickBooks account from the drop-down list

in the Account field. This is the account that the pay-out amount will be balanced against in your financial software. Refer to Chapter 8 of the User's Guide for more information about how Pay-outs are handled in QuickBooks.

4 Enter a comment in the Comment field.

A comment is required. This field is typically used to record what the cash was used for.

5 Click OK.

A Pay-out receipt is generated and put in your sales history. The amount of the payout is recorded as a negative amount.

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Pay-outs on X/Z-out reports

On X/Z-Out reports, the term "paid out" refers to payment given to the customer for any reason, such as change or refunding a returned item. However, in the list of non-currency media contained at the end of X/Z-Out reports, there is a list of Pay-Outs, meaning cash removed from the cash drawer using the Pay-Out feature as described above. It is important to be aware of this distinction.

Working with sales history

After updating, each receipt is stored in the sales history list. Receipts provide the permanent record of merchandise sold from (and returned to) inventory, as well as payouts and deposits on customer orders. All receipt types are stored in the same list and share the same numbering sequence.

Locating a receipt

The sales history list is displayed when you select Sales History from the Point of Sale menu or from the Task List while working on a receipt. You can view and locate a receipt by searching sales history or customer history, or by standard sorting and filtering in the sales history list. Once you have located a receipt in sales history, it can be viewed, copied, reprinted, or reversed. Refer to Chapter 8 of the User's Guide for detailed instructions on locating a receipt.

Copying a receipt to create a new receipt

Copying a receipt is often the quickest way to create a new one if you resell the same merchandise repeatedly to a customer or when a customer returns previously purchased merchandise. Note that deposit and pay-out receipts cannot be copied. Refer to Chapter 8 of the User's Guide for detailed instructions on copying a receipt.

Reversing receipts

Receipts cannot be deleted or edited, but they can be reversed to correct errors. It is not recommended to reverse receipts to handle customer returns. For customer returns, it is better to create return receipts. Refer to "Handling merchandise returns" on page 238. Reversing a receipt both corrects sales history and adjusts inventory, customer records, etc. by creating a new receipt with the opposite effect of the original.

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Processing sales and returns Use a reverse, copy, and correct approach, to make a new receipt to replace the original with the correct information. First, reverse the original, incorrect document. Then begin a new document by copying the original one. Finally, make corrections to the copy and save as usual to create a new corrected receipt. Reversing a sales receipt adds the sold items back to inventory and reversing a return receipt deducts items from inventory. It does this by creating a new receipt of the opposite type, which reverses the effect of the original, i.e. a sales receipt is reversed with a return receipt. When completed, the original receipt is marked Reversed in the Status field and the new receipt that was created is marked Reversing. The Status field is displayed only in the sales history list. Refer to Chapter 8 of the User's Guide for detailed instructions on reversing receipts and the different effects of reversing receipts for certain payment types.

Using Pro level receipt features

This section details features exclusive to Point of Sale Pro and Pro Multi-Store.

Using discount pricing

Discount pricing allows you to predefine discounts of an "X for Y" type, where if the specified quantity (X) from a group of specified items is purchased, Point of Sale automatically sets the receipt price to (Y). For example, three t-shirts for $40. Refer to Chapter 8 of the User's Guide for more information.

Selling assemblies and group items

Assemblies and group items were covered in Lesson 4, "Managing inventory." Review the Learning Guide, or refer to Chapter 3 of the User's Guide for detailed information about assemblies and group items.

Selling special order items

Typically, special order items are used for custom or one-of-a-kind merchandise with little chance of repeat sales, or to customize an existing item for a sale. There are two ways of using special order items on receipts. Edit an existing item--With this option, list an existing item on the receipt and then edit its descriptive information to reflect customizations to the item. Use this option when you do not want to create a new inventory item, but do want the receipt to reflect the changes. Editing an existing item on a document does not in any way affect the original item's inventory descriptive information.

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For example, if your client carries plain white t-shirts in inventory, but then prints custom logos, team names, or graphics on them, he or she could list the white tshirt on the receipt and then use normal item editing procedures to change the descriptive information, e.g. "Baseball Logo Shirt ­ Bears". In this way, the receipt stores detailed information on the customization and is printed for the customer. Create a new special order item--With this option, a new special order item is created in inventory. Once defined in inventory, you can list the special order item on a receipt. Later, if you decide to continue carrying the new item in inventory, you can convert it to a regular inventory item. Special order items can be created while making a receipt, but most often are done from a customer order. When a receipt is made to sell a special order item from a customer order, the item is carried to the receipt. Refer to Chapter 3 of the User's Guide for more information on using special order items.

Recording item serial numbers

Your clients can record item serial numbers as they make a receipt. In this way the sales history contains a permanent record of the sale of each tracked item.

To record serial numbers on a receipt: 1 List the item on the receipt, using normal procedures. 2 Click Edit Item to open the Item Information window, or navigate to the Serial #

field in the Item list.

3 If a single unit is being listed, enter the item serial number in the Serial # field.

If multiple units are sold, select the button in the field to open the Enter Serial Number dialog.

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Changing quantities after adding serial numbers

If you increase the quantity of a serial number item on a receipt after having entered serial number(s), you are prompted to enter numbers for the new quantities added. If you decrease the quantity listed after having entered serial numbers, the previous numbers are cleared and you are prompted to re-enter numbers for each unit of the revised quantity. This is because the program has no way of knowing which specific unit(s) you are removing when you adjust quantities downward. Refer to Chapter 2 of the User's Guide for more information about tracking item serial numbers.

Recording shipping information

Customer shipping addresses can be captured on customer records, and then entered on sales receipts (and customer orders). In addition to the shipping address, you can list the shipping date, amount, provider, and a tracking number. From the Shipping Information window, you can print a packing list and shipping label.

To add shipping information to a receipt: 1 Create the receipt and list the customer. 2 From the Task List, select Shipping Information.

The Shipping Information window is displayed.

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3 Enter the ship date and amount. 4 The default shipping provider (specified in company preferences) is suggested in the

Ship By field. Choose a different provider from the drop-down list if necessary, and enter a tracking number.

5 Enter a shipping address.

To enter an address from the customer's record, click Shipping Address, and then select either the customer's Bill To or Ship To address for this order. Click Clear to delete the currently entered shipping address.

6 Click Print Packing Slip or Print Shipping Label, as needed, to fulfill the order. 7 Click OK to close the window.

The shipping date and amount are carried to the receipt and the specified shipping address is included on the receipt.

Tracking sales commissions

If employees are paid a commission for sales, Point of Sale can calculate and report on those commission sales. Each employee can have his or her own commission rate and items can be marked in inventory as eligible or not for commission. The Associate field is used on sales receipts to identify the employee to be paid the commission. The Associate can be assigned for the entire receipt or on an item-by-item basis. Refer to Chapter 8 of the User's Guide for more information about assigning commission rates to employees.

To record commissions on sales receipts: 1 Select a name in the Associate field at the top of the receipt form (it is suggested as

the logged in user). The employee selected is credited for all item sales on the receipt unless changed for individual items as explained in the following steps.

2 To credit employee commissions on individual item basis, highlight an item and

click Edit Item to open the Item Information window.

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Processing sales and returns

3 Change the name in the Associate field for the item.

4 Click OK. 5 Repeat for other items, as necessary.

Point of Sale calculates and displays the commission amount for each eligible item on the receipt, based on the assigned employee's rate. You can report on employee sales and commissions by running either a Commission or a Sales Performance by Associate sales summary report. For instructions on running reports, refer to Lesson 11, "Reports and employees."

Working with customer orders (Pro)

Point of Sale offers three customer order documents: layaways, sales orders (SO), and work orders (WO), which are used to record planned sales of merchandise and/or services. Use these versatile documents for a variety of purposes, including: Layaway of in-stock items, paid for via a series of deposits Sales orders for out-of-stock merchandise Special orders of new or custom merchandise Customer quotes for merchandise and/or services Tracking of service orders, repairs, alternations, or warranty work Typically, customer orders involve taking a deposit when the order is placed, optional additional deposits over a period of time, and a final payment, if necessary, when the merchandise or service is delivered and recorded on a sales receipt.

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To access customer orders:

From the Point of Sale menu, select one of the following: New Layaway, New Sales Order, or New Work Order to create a new customer order. Layaway List, Sales Order List, or Work Order List to locate and work with an existing customer order.

Items listed on customer orders are deducted from inventory only after they are recorded on a sales receipt to fulfill the order. Sell all the items on a customer order at one time, or partially "fill" the order by delivering only some of them as merchandise is received or services completed. When the sale is recorded, deposits previously taken can be applied towards the final payment. A permanent record of the order and sale is provided by the receipt(s) in sales history. Fulfilled customer orders can be safely deleted at your client's discretion. (Pro Multi-Store) Customer orders are created and maintained separately at each store. The receipts created to take deposits and later sell the ordered merchandise are sent to Headquarters. For more information on multi-store capabilities, refer to Lesson 9, "Managing multiple stores."

Understanding typical workflows for customer orders

This section is intended to give you some ideas for how customer orders can be used.

Layaways

A layaway is generally used to hold an in-stock item while a customer makes a series of payments over time against the total price.

1 Start a new layaway and list the items to be held for the customer. 2 Set aside the merchandise tagged for the customer. Many retailers have a dedicated

layaway shelf for this purpose.

3 Record an initial deposit and a series of deposits over the agreed schedule. 4 When the final payment is due, record the sale on a receipt, applying the deposited

amount towards payment.

5 Deliver the item to the customer, thus removing the quantity from inventory.

Sales orders

Sales orders (SOs) allow the retailer to record the planned sale of items currently out of stock or items that the retailer doesn't carry at all. Sales orders can also be used to create and give a customer a quote for merchandise and/or services.

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Sales order for out-of-stock merchandise 1 List the out-of-stock item on the SO. 2 Take an initial deposit, if the store requires one. 3 Print a copy of the order for the customer. 4 Create a purchase order and receive the merchandise from the vendor. 5 When the item is in stock again, contact the customer and record the sale on a

receipt. Apply the deposit balance to the sales receipt.

Sales order for one-time merchandise 1 Start a new sales order and then select New Special Order Item from the Task List. 2 Define the special order item and then list the item on the sales order. 3 Edit the price, quantity, etc. on the sales order, as needed. 4 Take a deposit, if the store requires one. 5 Save and print the document for the customer. 6 Click Generate PO to create a purchase order for the new item and a voucher when

it arrives to receive it into inventory.

7 Contact the customer and record the sale on a receipt. 8 Apply the deposit balance to the sales receipt. Sales order for customer quote 1 List the items and/or services included in the quote on the sales order (use service or

non-inventory items for listing services).

2 Give the customer a copy of the quote/sales order. 3 When the customer accepts your quote, record the sale on a receipt, deliver the

merchandise and/or services and accept payment as usual. To track the service component of a job, transfer the service portion to a work order.

Work orders

Whereas layaways and sales orders typically involve merchandise orders, work orders generally are for service-only jobs, such as alterations, repairs, or warranty service. Merchandise recorded on a work order is usually consumed in performing the service, such as repair parts. The actual item being worked on (if there is one) is generally not sold via the work order. Work orders also usually list a labor component, identified as a service item in inventory. Work orders can be assigned to the actual worker and their completion status tracked and reported.

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Work orders to track service jobs 1 Define service items in inventory for the various services provided. 2 List the service items and any related parts on the work order form. 3 Enter the customer, descriptive explanation of the work to be performed, and assign

due dates and an employee to perform the work.

4 Assign a status to the work order, e.g. New, Waiting for Parts, Completed, etc. 5 Take an initial deposit, if required. 6 Generate a purchase order for any needed parts, right from the work order form. 7 When the job is completed, contact the customer for delivery and record the sale on

a receipt, applying the deposit amount toward final payment.

Creating a customer order

While layaways, sales orders, and work orders have specific uses, they share many procedural workflows.

To create a new customer order: 1 From the Point of Sale menu, select New for the appropriate order type. 2 In the Enter Item(s) field, list the items or service items being ordered by any of these

methods: Enter or scan the UPC, Alternate Lookup, or Item #, or enter an item search keyword From the Task List, click Select from Item List to locate and enter items from your inventory Select New Special Order Item if ordering a one-time item or service you do not currently carry or plan to carry in inventory. Refer to "Selling special order items" on page 242 for more information.

3 Edit individual item information, such as quantity, price, tax code, and discounts,

as necessary. To edit the last item listed, click Edit Item to access the Item Information window, make changes, then click OK to return to the receipt.

4 Enter a Customer (required on all customer orders). 5 Enter any special instructions, the work to be performed, shipping charges, or

change the status of the order in the appropriate fields. On work orders, you may also want to enter a due date and/or assign the job to an employee.

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6 From the Task List, click Deposit/Payment to take a deposit on the order.

If a minimum initial deposit is required or suggested (optional preference settings), the Deposit window is automatically displayed if Save is clicked before a deposit is taken. Refer to "Taking deposits on customer orders" on page 250 for detailed instruction.

7 Click Save. Giving discounts

Apply item or global discounts on customer orders in the same manner in which they are used on sales receipts. Select a different Price Level to change the prices for the entire order. Refer to "Working with discounts and prices" on page 214 for more information.

Taking deposits on customer orders

A virtually unlimited number of deposits can be recorded for each customer order. Point of Sale allows your client to set preferences that a minimum initial deposit is suggested or required on all new customer orders. Consider the following when taking deposits: You cannot take a deposit for an amount greater than the Balance Due. Reversing a receipt that took a deposit updates the Deposits window, the Balance Due amount, and the Deposit Balance amount for the associated order. The items listed on an order are not deducted from inventory when you accept a deposit. They are deducted when you create the receipt on which they are actually sold.

To take a deposit: 1 While creating the order (after listing items and customer) or with a saved order

displayed, click Deposit/Payment on the Task List.

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L E S S O N The Take Deposit window is displayed. If this is the initial deposit and there is a suggested or required minimum deposit amount, it will be auto-filled.

7

2 Enter an amount or accept the suggested/required amount. 3 Click OK.

The Deposit Receipt Payment screen is displayed.

4 Move or accept the amount for the payment method (cash, credit card, etc.). 5 Save and print the deposit receipt.

Note: Deposit receipts and receipts applying deposit amounts as payment for the final sale are sent to QuickBooks; however, orders created in POS are not sent. Refer to Chapter 14 of the User's Guide for details on how deposits are recorded in your financial software.

Refer to Chapter 9 of the User's Guide for instructions on working with customer deposits, including refunding deposits and working with an order's deposit/payment history.

Generating purchase orders from customer orders

Create purchase orders from a customer order to order the listed items from the vendor(s). Point of Sale proposes the PO(s) for all of the items listed (except service or non-inventory items), but allows you to review the proposed PO(s) and choose the items and quantities to actually order. Multiple items from a vendor are combined into a single purchase order.

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To generate purchase orders from a customer order: 1 Complete and save the order document, if not already saved. 2 Highlight or display the customer order. 3 From the Task List, click Generate PO.

The Select Items to Generate PO window is displayed, with all items from the customer order listed.

4 Enter the quantity of each item to order from your vendor(s) in the Doc Qty

column. If you do not wish to order an item, enter 0 or leave the Doc Qty blank.

5 To order all of the items in the quantity needed for the customer order (Qty Due

column) choose select all from the bottom of the window.

6 Click Continue.

A confirming message displays the number of POs created. The following apply to purchase orders generated from customer orders: You can generate multiple purchase orders from a single customer order. For subsequent purchase orders, the Qty Due values are reduced by sold quantities. Purchase orders generated from customer orders are numbered by combining an order type prefix, the order number, and a sequential suffix. For example, the first purchase order generated from Sales Order # 24 would be numbered SO241, the second SO242, etc. Purchase orders generated from layaways or work orders would begin with LAY or WO respectively. Select View POs from a customer order Task List to view the purchase orders generated from it. Your PO list, pre-filtered for the generated POs, is displayed. Use your normal procedure to communicate the generated purchase orders to your vendor(s).

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Filling customer orders

You fill a customer order by selling the items listed on it on a sales receipt. You can sell items listed on a customer order at any time. Selling items updates the order's Ordered (qty), Due, and Sold fields for individual items and the entire order. When all the items on the order have been sold and its Deposit Balance and Balance Due are both zero, it is completely filled, and Point of Sale changes the status of the order to closed. The information recorded on the order, such as sales tax, discounts, shipping information, edited item information, etc. is carried to the sales receipt. If you added shipping charges to the order and are only selling some of the order items, you are asked if you want to apply the shipping charges to the current receipt. Refer to Chapter 8 in the User's Guide for more information about shipping.

To sell the items listed on a customer order: 1 Highlight or display the customer order. 2 From the Task List, click Sell Item(s).

The Select Items to Sell window is displayed.

3 Click Select All to sell all the items on the order.

OR Enter a quantity in the Doc Qty column for each item to sell.

4 Click Continue.

The items you selected are listed on a new sales receipt.

5 Add any additional items or discounts. 6 Click Take Payment.

If deposits have been taken on the order, the total amount of the deposits is automatically suggested as a payment on the Deposit row. Reduce or clear the deposit amount used, if desired. You might do this if not selling all of the items at this time and to maintain a deposit balance against the remaining items still due.

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7 If there is a remaining balance due for the current sale, select and enter amounts for

additional payment methods.

8 Save and print the receipt.

Refer to Chapter 9 of the User's Guide for detailed instructions on locating, editing, and tracking customer orders.

Using work orders

Items recorded on a work order are usually service items. Service items often comprise labor-related charges necessary to complete the job. Other regular inventory items necessary to the order, such as replacement parts, cleaning supplies, or incidentals can also be listed on work orders, but a work order generally does not include the actual item that is being serviced. Typically, that item has been sold previously on a sales receipt. Work orders can be assigned to the employee who is to perform the service, a due date can be specified, and the completion status can be tracked and reported. All of the general customer order procedures described earlier in this lesson apply to work orders as well. If you have clients who use work orders, refer to Chapter 9 of the User's Guide for specific instructions on defining, assigning, and tracking them.

Printing customer orders

After completing an order, the retailer can print a copy to give to the customer or keep for his own records. Printed orders include the deposit history, instructions, quantities sold and remaining due, and any customer message that has been defined in Company preferences.

To print an order: 1 Highlight or display the customer order that you want to print. 2 From the bottom toolbar, click Print. 3 If presented with a print option window:

Change the printer you want to use, if necessary. Specify the number of copies you want to print. Click Preview or Print.

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On your own exercises

On your own exercises are designed to provide you with an opportunity to practice some of the tasks and procedures covered in the lessons. Try the procedures here to help familiarize yourself with the software. Before you begin, see "Working in Practice Mode" on page 38 in Lesson 1 for more information about the exercises and accessing Practice Mode. Note: Be sure you are working on practice company data in Practice Mode when completing these exercises.

To create a new sales receipt: 1 Click the Make a Sale icon on the main toolbar. 2 Add the following items to the receipt:

Item

Batting Tee 59 Minute Baseball Practice DVD Youth Baseball Bat, Metal, 16.5, 28 in. Baseball Hat, Black, MED

Qty

1 1 1 1

3 Select Kristie Abercrombie as the Customer. 4 Click Take Payment. 5 Type "200" in the Cash Amount Tendered field. 6 Click Accept Payment. 7 Click Save Only. 8 Click OK.

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To put a sales receipt on hold: 1 Click the Make a Sale icon on the main toolbar. 2 Add the following items to the receipt:

Item

Batter's Box Mug Batting Cage Coupon Batter's Box Calendar

Qty

2 4 6

3 Select Michael Beene as the Customer. 4 Click Hold Receipt. To give an item discount: 1 From the Point of Sale menu, select Held Receipts. 2 Locate the receipt you just created in the previous exercise (for Michael Beene). 3 Click Unhold Receipt. 4 Double-click the Batting Cage Coupon item on the receipt.

The Item Information window appears.

5 Type "10" in the Discount % field. 6 Select Comp from the Discount Type drop-down list. 7 Click OK. 8 Click Take Payment. 9 Press Tab to move the total amount to the Check Amount Tendered field. 10 Click Accept Payment. 11 Type "2547" in the Check Number field. 12 Click OK. 13 Click Save Only.

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To change the price level on a receipt: 1 Click the Make a Sale icon on the main toolbar. 2 Add the following item to the receipt:

Item

Baseball Team Shirt, Dodgers, Bl/Wht, MED

Qty

1

3 Select Carol Muller as the Customer. 4 Select Sale from the Price Level drop-down list. 5 Click Yes to apply the selected price level. 6 Click Take Payment. 7 Type "20" in the Cash Amount Tendered field. 8 Click Accept Payment. 9 Click Save Only. 10 Click OK. To create a return receipt: 1 Click the Make a Sale icon on the main toolbar. 2 Click Change to Return Receipt on the Task List. 3 Add the following item to the receipt:

Item

Hard ball, Synth

Qty

1

4 Select Anna Lamburg as the Customer. 5 Click Take Payment.

Notice the total appears in the Change Amount field on the Receipt Payment screen. Since this is a return, you are returning money to the customer as "change".

6 Click Accept Change. 7 Click Save Only. 8 Click OK.

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To review sales history: 1 Click Make a Sale on the main toolbar. 2 Click View Sales History from the Task List. 3 Select This Week from the drop-down filter list. 4 Sort the filtered list by Receipt #. 5 Highlight any transaction in the list. 6 Click View Payment.

The Receipt Payment screen appears and displays the type of payment tendered for this transaction.

7 Click Back to Receipt. 8 Click Close.

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Review questions

1 Which of the following are methods you can use to list items on receipts? a Scan the barcoded merchandise tag using a barcode reader b Manually enter the item #, UPC #, or alternate lookup c

Search by item keyword

d None of the above 2 Today is December 8 and you need to look up a receipt that was created yesterday.

Where will you find this receipt? ___________________________________________________________________________

3 You are listing five taxable items on a receipt. The customer is making the purchase

for a school and is not required to pay sales tax. How can you make this a tax-exempt sale? __________________________________________

4 True or False: POS does not let you cash checks for customers who are not making a

purchase. __________________________________________

5 Which of the following are types of discounts you can enter on sales receipts? a Item discounts b Global discounts c

Customer discounts (which technically is an item discount, on all items)

d All of the above 6 A customer is returning one item and purchasing two others. How do you record

this transaction if you want to see sales and returns separately on reports? ___________________________________________________________________________

7 Which of the following can be defined in a customer's record so that the cashier is

automatically made aware of them when making a receipt for the customer?

a a discount b a shipping charge c

a price level

d a tax location 8 A cashier starts to write a receipt for a customer when the customer realizes that he

picked up the wrong size. While the customer goes back to exchange that item, the cashier wants to ring up another customer. How can he do this without having to reenter all the information from the first receipt? ___________________________________________________________________________

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9 List five things POS does when updating sales receipts.

__________________________________________ __________________________________________ __________________________________________ __________________________________________ __________________________________________

10 True or False: Sales orders can never be deleted.

__________________________________________

11 True or False: A virtually unlimited number of deposits can be recorded for each

customer order. __________________________________________ Answers to questions are located on the following page.

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Answer key

1 A, B, C 2 In Sales History as a receipt dated December 7. 3 Click Select Tax Location on the Task List and change the tax location for the entire

receipt to a non-taxable category. To automatically suggest the non-taxable location for sales to this customer in the future, define the tax location in the customer's record or select the Tax Exempt checkbox.

4 False 5 D 6 Use two separate receipts: 1) Record the return using a return receipt, and 2) Record

the new purchases on a sales receipt.

7 A, C, D 8 Put the receipt on hold. 9 Deducts sold quantities from inventory (sale) or adds returned quantities back to

inventory Updates the Last Sale date on the customer's record Files the receipt in the sales history file Advances the receipt numbering sequence by 1 Updates a referenced customer order (if the customer order has not been deleted) Opens the cash drawer and displays the change window, on relevant sales Optionally, prints a copy of the receipt for the customer Optionally, logs the current user out of the program Returns you to a new blank sales receipt form (if not logged out)

10 False.

A permanent record of the order and sale is provided by the receipt(s) in sales history. Fulfilled customer orders can be safely deleted at your discretion.

11 True.

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