4. Cash Register Operator Training

 October 2006 Created for V4.0 (Windows) from previous manual. (Train.htm)

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This section assumes Australian GST of 10%. Also see previous section: 3. Training Program Supervisor Function.(At end of page)

4.0 Introduction

Use the mouse to select the required menu selection.

Keyboard input into highlighted screen is by standard computer usage. Keyboard characters appear where the cursor is. The 'delete' key deletes the character under the cursor, backspace key deletes the character to the left of the cursor, use he mouse to click on the input area. (Alternative: use the tab keys move forward around the input areas, shift tab moves backward .) Click on OK (or Process etc) to complete the input window. (Alternative: this is sometimes activated by the <Enter> key.) It is not necessary to be at the end of the highlighted area to press enter.

Sample stock for training. The following is a list of some products with their prices, bar-codes, etc.

Bar-code

Note1

Item

Price

9300676682649

BP

Trim-soup

$0.31

9310050012009

BP

Glad Oven Bags

$1.50

9310172109595

BP

Home Brand Wheat-Biscuits

$0.46

9320009

BP

Cheese 500g

$2.50

9320049

BP

Milk 600 ml

$0.95

9321009

BP

Cheese 1 kg

$4.10

9321049

BP

Milk 1 L

$2.00

93215213

YP

Peter Jackson

$5.50

A3

BP

Milk

$2.00

A4

BP

Bread

$1.20

A5

CP

Newspaper

$0.60

A6

BP

Ice-cream

$0.80

B10

EP

Beer (base)

$0.00

B11

EM

Beer 375ml

$5.00

B12

EM

Beer375ml 6Pk

$28.00

P2

MX

Petrol (Unleaded)

$0.00

P7

MP

Battery 12V

$70.00

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Note 1: The first letter is the Department code (A-Z), the second is the stock type, P = Physical stock where stock numbers are maintained, X = Non-physical stock only sales number are maintained, M = Make stock where stock is made from other stock. Details are given in section 6.1.

Note 2: Most of the bar-codes/ product codes are two characters long for quick keyboard entry. A bar-code reader is not required for the training exercise. Prices of $0.00 require the operator to enter a price. Some goods include GST and other are exempt. Check with the ATO or your tax adviser for details. Stock type codes are:

4.1 Login

Login in as a sales trainee by selecting the following menu selection: Login, New User/Login, this brings up the Login window. Type in “st” (lower case) for the user initials and “abc” (lower case) for the password and click OK or press <Enter>. Upper and lower case are different for user name and passwords.

4.2 Quick Cash Sales

From the menu select Sales,Quick Sales, this brings up the sales window, click the Sales button which brings up the sales entry window. You are ready to enter the items to be purchased. Type A3 <Enter> (or click OK button) and A4 <Enter>. The items and their price are displayed on the window below. An 'a' indicates price level one, normal selling price. The '0' indicates no GST, a '1' the normal GST (10%). Now enter A2 for petrol purchase, this requires a price so type 20.63 <Enter> (or click OK button) in the Selling price window. The totals including tax can be seen at any time on the top and bottom of the sales window. The top window can be move out of the way by holding the left mouse button down on the blue bar and dragging it to a new position.

To make payment click the End button, click Payment button. The customer hands you a $50 note, so just type 50 next to the dollar sign($). The change is displayed below. Print docket. See Appendix B: note AB0.3

4.3 Credit Card Purchases

Repeat another 'Cash Sale' purchase using items A5 and A6 and then P2. The petrol purchase was $15.79. Process the credit card using your exiting shop method and if successful proceed with the payment. On the make Payment window click Payment Method button. Click the small circle next to the card 1 label. This changes the dot from cash to Card 1. Now click OK button. You may wish to record the card number or other details or just leave it blank. Finish the sale as previously done.

Note:

4.4 Returning Items Before a Customer Pays for Them.

Purchase item A3, A4 and 55 but now the customer decides not to purchase item A4. Type A4 but do not press <Enter>, now left click on the Number entry field. Type -1 and press <Enter> (Or click OK). This adjusts the balance and the stock numbers. Complete the purchase with the customer paying cash.

Alternative: Click on Undo Last button or Undo All button in the Sales window. (In future version)

Note: This feature is not for returning faulty goods, etc. See section 4.13 for returns.

4.5 New Customer Sales

4.5.1 Is the Customer Already on File?

We are going to do a sale for Mr Smith(Mr. John Smith 12 Ash Rd Leopold VIC 3224 Phone: 5250 1222H). Before putting in a new customer into the computer file, check to see if they already exist, if the they are not in the file, you may add them to the file. To search the file select from the menu : Customer, View customer, this brings up the Find Customer window , slowly type in a few letter of the surname. A John Smith is found (highlighted) but has a different address and this is a different person ( A common name!) so we need to enter a new customer. Close this window by clicking on the Close button.

4.5.2 Adding a New Customer

Menu select: Customer, New customer Sales, on the New Customer window fill in the above customer details (name, address and telephone number). Click on the New ID button, and then OK button. Customer Sales not yet working, Customer Job OK. Find customer and continue as per instruction 4.6.

Purchase $30.00 of petrol (P2) and pay cash.

4.6 Repeat Customer sales

Mr Smith (4.4.1) wishes to buy another $40.00 of petrol. A repeat customer sales is done by searching on the customer surname (or customer ID) in a same manner to see if a customer already exists. Repeat step 4.5.1 and high light the correct Smith, you may need to use the mouse to single left click to select the correct Smith. Click on the Customer Sales button and complete the sale by paying with Visa card (Card 1). Clock OK on the small customer window details.

4.7 Lay Bye Purchases

Mary Jones 18 High St. Leopold VIC Ph: 5250 1222H is making a lay bye purchase of a battery (P7) and will make a $5.00 deposit

Do steps 4.4.1 and since this is a new customer do steps 4.5.2, now purchase P7. On the Make Payment window type 5 ($5.00) for the deposit, and type a brief description of the contents in the input box above (Battery). The 6 weeks may be changed if required. Now click Ok button.

The program keeps a record of the lay-bye. The lay-bye is automatically given the same number as the docket number. This number helps when payments are made payments.

4.8 Lay-bye Payments.

Mary Jones wishes to pay $20.00 off the lay-bye with cash. Menu select: Sales, Lay-bye Payments, from the Lay-bye window select the correct lay-bye by clicking on it. Now click on the Pay button. Fill out the Payment window and click OK button. Exit click the close button.

4.9 Account Purchases.

Betty Jones is purchasing $20.00 of petrol (P2) and is charging it to her account. Repeat sets 4.5 for Jones. Process the sale and select 'Account' for payment method. This version does not have an integrated account system so process the account using your existing paper account system. Hint: print an extra copy. Now complete the transaction in the normal way.

4.10 Account Payments.

Betty Jones wishes to pay $56.63 off his account with a cheques. Search the customer file as in 4.4.1 and find the customer ID (Jon01). With computers letter (o,O,I, l) and numbers (0,1) are different!) Close the customer window and now menu select Sales, Account Payment and fill in the customer ID. Click OK and now fill out the payment window. Record the payment in your existing accounts system.

4.11 Transferring Money from the Till

Cash in the till can be used to pay bill, or banked etc. This is done in CMS_man.exe with level 4 or above access rights. Hint leave a note in the till when making cash payments.

4.12 Searching for Stock to Find Price

Finding the price of an item can be done on a number of different ways.

When doing a sale click the 'Price Only' box. This displays the price but does not process a sale .

The other method is to use the stock menu: 'Stock', 'Control' which brings up the stock file window. Items can be searched using the barcode or the description. Look up the price of “Beer 375ml” using the search by item name. What is the price and barcode?

4.13 No Sale

You process a sale and the customer cannot pay for the goods. The goods have to be returned to stock.

Using 'Cash Sale' purchase items A3, A4 and the customer is going to pay by credit card 'Card1'. Process the sale up to the 'Make Payment' window. The credit card is not accepted so click on the 'Cancel' button. The window disappear, now menu select: 'Sales, “Restart Sales' and return goods as per 4.4. The total should be zero (0) and now put in a comment “Sales cancelled” and click on 'Put Comment' button. Now make a zero cash payment. The goods have to be returned to stock and sales balance is the same.

Note: An alternative would be to process the orginal sale as a 'cash sale'. The return is also done as a 'cash sale' and will produce a negative total. The two sales will cancel each other. .

4.14 Returning Goods for a Refund

Follow your store procedure for the return of goods. If they can be returned, do the flowing:

4.14.1 The Goods can be Returned to Stock

Do a cash sale and purchase a battery(P7) and pay cash.

The docket (Tax Invoice) will indicate cash sale or a customer and the payment method. Always use these for the refund. The previous docket was a cash sale for cash. Do a cash sale with a negative sales number, putting in a comment (Wrong size) and paying a negative cash dollars.

By giving refunds this way the GST is cancelled and adjustments made to stock, till and sales.

4.14.2 Faulty Goods Not to be Added to Stock

Assuming the last return is not to be returned to stock, then it has to removed from stock. After completing step 4.13.2 and your store paper work you need to remove the item from stock. Using 'Customer Sales' create a customer with your store name (if not already done). Click on the dot next to the “E Enter Price” to change the selling price. Now type the product code (P7) Press the <Enter> key ( A blank Selling Price is zero). Enter a comment as in the previous example(ie Faulty). Complete the sale by paying cash.

Selling the faulty item to your store for zero dollars removes the item from stock.

4.15 Using the Shortened Bar-codes

Not yet. Use the Bar-codes without a Bar-code scanner? Type in the last digits of the bar-code, if necessary select the item from a small list with common digits. The number of digits selected is indicated at the end of the bar-code input box. This should be set to 2 for the training exercise but is not displayed yet. Do a 'Cash Sale', type '#<Ret> to change to this mode. Select 'Shortened' and '2' is indicated on the screen. Purchase 1 kg of cheese using the list of goods in section 4.1 and using only the last 2 digits in the bar-code. To do this type 09 and press enter. Now use the up and down arrow to highlight the cheese and press enter. Complete the exercise by purchasing Peter Jackson, Glad oven bags and Milk (1 L). Pay with cash.

4.16 Selling Multiple Items or bulk Items

Adjust the number sold before clicking on Ok button. Bulk items can be sold in fractions but this has to be set in the the stock file and this allows fractions like 2.5 or 0.33 etc. However most items allow only whole (integers) numbers.

4.16 Check Your Result

New total sale is $13.50, new total money is $13.50

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