Tenders

Tenders

Tenders Overview

Tenders are forms of payment that are entered into the Control Center and used in the POS as forms of payment. Tenders are also assigned a reconciliation bucket to be used when performing shift and daily reconciliation, which is the process of counting cash after a shift or day has ended. 

Reaching the Tenders Module 

To reach the Tenders module:     

  1. Log into Control Center
  2. Choose Point of Sale
  3. Choose Maintenance
  4. Choose Tenders

Understanding the Tenders Layout 

Please see the image below labeled Figure A for a description of the buttons and fields that appear on the screen.


                                                                    Figure A

Adding Tenders

Follow the steps mentioned below to add a new tender:
  1. Click the “Add New” button highlighted in Figure A above to add a new tender.
  2. The form highlighted in Figure B will appear on your screen.

                                                                                 Figure B
  1. Fill in the required information in each field to add a new tender.
  2. Finally, you may save, close, or add a new tender using the highlighted buttons.
Fields:
2. Name: Enter the unique name for each tender. This field helps with the easy identification of each tender record.
3. Require Tender Amount: Select “Yes” or “No” to enable or disable this feature, respectively. 
  1. On enabling this field, the cashier will be prompted during a transaction to enter the tender amount received from the customer. The Tender button will function on the POS screen only after the cashier enters the tender amount received from the customer. The system will then automatically calculate and display the amount of change due on the POS screen.
  2. Alternatively, by disabling this field, the cashier will be able to press the Tender button directly without a prompt. It means the customer will have to pay the exact amount of the transaction as the system will not calculate or display the change due amount, which the cashier is required to pay back to the customer.
The importance and benefit of enabling this feature is that it would reduce the chances of human error during a POS transaction.
This setting will apply only when this tender button is pressed on a POS screen. For example, the system will apply the settings for “Cash Tender Record” only when the cashier presses the “Cash Tender Button” on the POS screen. That means each individual tender record can be configured with different settings.
4. Allow Over Tendering: Select “Yes” or “No” to enable or disable this feature, respectively. 
  1. When this field is enabled, the system will allow the cashier to accept a tender amount greater than the total amount of a transaction. 
  1.  When this field is disabled, the system forces the cashier to accept an exact amount that is equal to or less than the total amount of a transaction. 
This setting will apply only when this tender button is pressed on a POS screen.
5. Open Drawer: Select “Yes” or “No” to enable or disable this feature respectively. 
  1. When enabled, the drawer on the POS terminal will open after each transaction.
  2. When disabled, the drawer on the POS terminal will NOT open after the transaction is complete. 
An Example: The drawer needs to be opened each time during a cash transaction. So, for cash tender, it’s important to enable this feature. However, when a customer pays using a card (credit/debit), there is the least requirement for opening the drawer. So, for card transactions, bank transfer transactions, etc., it’s important to disable this feature, to avoid any theft from an unnecessary open drawer.
This setting will apply only when this tender button is pressed on a POS screen.
6. Export Reversed: Select “Yes” or “No” to enable or disable this feature, respectively. 
  1. When enabled, the system will automatically reverse the negative values available in inventory during the data export process. This is specifically beneficial when exporting data from the inventory system to the accounting system. Thus, the negative value will be reversed to a positive value, during the data export process from inventory to the accounting system.
  2. When disabled, the system will export a negative value from inventory during the data export process. Thus, while exporting data from inventory to the accounting system, the negative value in inventory also gets synchronized with the accounting system. 
An Example: A coupon or promo code is a type of virtual currency (not real money). So when a customer buys something using virtual currency, the system will obviously consider it a negative value. So while using this particular tender with an enabled “export reversed” field, the system will automatically flag that negative value as a positive value. So the primary purpose of this feature is to eliminate the negative values from both the systems (inventory and accounting).

7. Maximum Change: You can enter a numerical value in the dollar ($) in the text box of this field. The entered value indicates the maximum amount of change that a cashier can pay back to the customer(s) during a transaction. If you enter a value of zero (0) in this field, then the cashier can pay back any amount of change to the customer(s).
This setting will apply only when this tender button is pressed on a POS screen.
8. Minimum Sale Amount: You can enter a numerical value in dollars ($) in the text box of this field. The entered value will be validated by the system against the total amount value of a single transaction at the POS. It indicates that the minimum total value in a single transaction should be greater than or equal to the value available in this field. If the value of a single transaction is less than the value available in this field, then the system will deny the transaction. If you enter a value of zero (0) in this field, then the total value during a single transaction can be any amount. 

NOTE: This setting will apply only when this tender button is pressed on a POS screen.

9. Reconciliation Bucket: This field is used in the reconciliation process to group tenders together. An example of this would be multiple tenders for credit cards: VISA/Mastercard/Discover/American Express are grouped together in the “Credit Card” reconciliation bucket, showing the viewer the total sum of tenders taken rather than individually each tender.

10. Accounting Code: You can enter your accounting system’s general ledger accounting code in the text box of this field. This is an optional field and can be left blank. Every time a transaction happens using this tender type, the system will automatically find the general ledger accounting code entered in this field, and then instantly synchronize the data from the inventory system to the accounting system. 

11. Exclude Departments: This field is used to exclude departments or restrict certain departments. 
When the departments are selected and added to your tender’s managed restrictions section, the system will deny transaction(s) for all the items assigned to that restricted department.

This setting will apply only when this tender button is pressed on a POS screen.
Editing Tender 
Follow the steps mentioned below to edit a tender:
  1. Click the “Edit” button highlighted in Figure A above to edit a tender.
  2. The form highlighted in Figure C will appear on your screen.

                                                                                      Figure C
  1. You may modify the existing information provided in various fields.
  2. You also have the option to delete the currently open tender record.
  3. Finally, you may save, close, or add a new tender using the highlighted buttons.

 Fields and Buttons:

1. Fields are explained above (2-11) in the Add New Tender.
2. These are buttons that help you save and cancel the changes made:

 -Delete: This button helps you delete the current tender form.
 -Save and Close: This button will let you save the changes made and exit the current form.
 -Save and New: This button will let you save the changes made and open the new form.
 -Save: This button saves the changes made to the tenders.
 -Cancel: The cancel button cancels the changes made. 

3. Manage: This button helps you manage the department restrictions. 
4. Delete Single Restriction: This button helps you delete the list of restricted departments one by one.

Managing Restrictions

Under the “Manage Restrictions” section highlighted in Figure C, select the “custom” option from the drop-down list. After selecting the “custom” option from the drop-down, click on the "Manage" button adjacent to the drop-down. The dialog box highlighted in Figure D will appear on your screen.


                                                                         Figure D
  1. As described and highlighted in Figure D, you can select the departments from the results list on the left and move them to the selected list on the right. Once the departments to be restricted are selected, click the “Apply” button. 
  1. This procedure will assign the departments to be restricted to your tender. The system will not accept your tender for any item in the department(s) added to the restriction list. That’s the purpose of the managed restrictions featured on the tender's page.
Buttons:

1. Clear Selection: Click on the button to clear the entire selection of departments for restrictions.
2. Move Selection: This button lets you move ahead with the selection of departments.
3. Apply: This button applies the changes made to the tender form.
4. Cancel: Click on the Cancel button to discard the changes or further edit them. 

Deleting Tenders

Follow the steps mentioned below to delete a tender:
  1. Click the “Delete” button highlighted in Figure A above to delete a tender.
  2. The dialog box highlighted in Figure E will appear on your screen.

                                        Figure E
  1. Click “Yes, Delete” to continue the process of deleting your tender.
  2. Click “Cancel” to close the pop-up and skip the deletion process.

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