Making a Sale

From MerchantOS Manual

Contents 1 Video Lessons 2 Basics 3 Adding Items 4 Miscellaneous Charges 5 Labor Charges 6 Discounts 7 Associating The Sale With a Customer 8 Taking Payment 9 Completing the Sale

[edit] Video Lessons

1. A walk through of a simple cash sale.

[edit] Basics

To access the register, first make sure that it's open. Then go to the menu and select Register->Current Register:Register Name to bring the register up for a sale.

[edit] Adding Items

1. The cursor is automatically positioned in the Add Item field on the register. You can scan an item's barcode or use the keyboard to type in a search term for an item. You may search for an item by vendor number, UPC, EAN (European Version of a UPC code), manufacturer SKU, description, custom SKU, and the MerchantOS assigned ID number. To learn more about setting these identity fields up in an item, see the inventory section of the manual.
2. After scanning the item, the register will search your inventory for a match. There are two possible situations at this point.

Exact Match 

This happens most often with a vendor number, UPC, EAN, or MerchantOS ID search. If there is one and only one match the item will be added right on to the register as a line item. You may scan another item or search for another item at this point.

Multiple Matches 

Often when conducting a description search you may match more then one item. In this case you will be presented with a list of items that match your entered search term like the one below. Press the Add To Sale Button beside the item you would like to add to the sale.

Press the link Add To Sale with the star icon to add the item to the sale.

[edit] Miscellaneous Charges

There may be a time when an item is not listed in your inventory or it is not considered inventory. To sell these items use the Misc. Charge button.

1. Press the Misc. Charge button.
2. Fill out the price field and verify the remaining fields.
3. Press Add Charge

Fill out the fields to add a miscellaneous charge.

[edit] Labor Charges

Check out the inventory section of the manual for making a SKU for a common labor charge.

1. Press the Labor Charge button.
2. Fill in a price and description.
3. Press Add Labor.

Fill out the fields to add a labor charge.

[edit] Discounts

Before you can use a discount you need to have at least on discount setup. See the Discount Setup section of this manual. A flat amount discount such as a $5 discount can only be applied to a single line item on the register. Percentage discounts such as a 10% discount can be applied to individual line items or the entire sale.

1. Line Item Discount 

   After adding an item to the register a discount can be applied to that item alone by pressing the pencil icon in the discount column in the same row as the item that should be discounted.

   Complete Transaction Discount 

   To apply a discount to the entire transaction select the pencil in the section to the lower right where the entire sale is summed up.

2. In either case there will be a drop down list of available discounts. Select the discount you wish to apply to the sale and press Ok or Save to apply the discount towards the sum.

Press the pencil icon to bring up the discount dialog.

[edit] Associating The Sale With a Customer

Any sale can be easily associated with a customer. It is useful to associate the sale with a customer so that you can easily locate the sale for a refund, perform a targeted marketing campaign, or any other research purpose where you would like to know which customers have purchased which products.

1. Search for a customer by placing the cursor in the customer field (Keyboard shortcut Shift-Alt-C) towards the lower right of the register.
2. Type in a first name, last name, or phone number.

   One Match 

   If you match one customer they will be attached to the register immediatly. You will see their name in the lower right on the register screen.

   Multiple Matches 

   For multiple matches, a list of the customers will be presented. Press the Attach To Sale link with the star icon beside the customer you wish to associate with the sale.

   No Matches 

   Either your search was typed in incorrectly or the customer isn't added to the system. Retype your search or press the New Customer button on the search result screen. If you already know you will not have a matching customer you can press the New Customer button directly on the register.

3. A customer's details can be edited after they are attached to the sale by pressing the pencil icon by their name.
4. To remove a customer from the sale press the red "X" icon beside their name.

[edit] Taking Payment

1. The total amount due for the transaction will appear in the lower right section of the register. To make a payment first select the appropriate payment type from the drop down list in the lower right which by default will be set to cash. If the payment type is already correct you can use the "Tab" key to shortcut to the payment field in the lower right from the item search field.
2. There are several payment scenarios.

   Cash Payment 

   After pressing the tab key type in the amount of cash received.

   Non-Cash Payment 

   After selecting the appropriate payment type the amount field will default to the total of the transaction. You can not overpay for the transaction in any non-cash tender.

   Multiple payment types 

   Select the appropriate payment type and enter the amount paid. Press the Add Payment button and repeat for the next payment. If the customer is paying more than the subtotal, be sure to enter the cash payment last so that the register can calculate change.

3. When the payment information is entered press the finish button to complete the sale. If there is adequate payment to cover the subtotal and the Add Payment button is pressed, the sale will be completed. For this reason the payment should be the last thing added to the sale.

Add payments to the register in the lower-right below the subtotal.

[edit] Completing the Sale

1. After receiving payment as noted above and pressing the finish button you will arrive at a receipt page. Change due to the customer will be displayed at the top if any is due. Press Ctrl-P to print out a receipt or press the Print Receipt link at the top of the receipt.
2. If you are using MerchantOS recommended hardware, a receipt will print from the receipt printer and the cash drawer will pop in order to give change to the customer.
3. After the customer receives their receipt and change, press the New Sale button to start your next sale.