Tenders Overview

Reaching "Tenders" 

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

Understanding the "Tenders" Layout 

                                                                 

                                                                                            Figure 0.2

1. Adding a New Tender

                                                                                                    Figure 1.1

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:

1. Name: Enter the unique name for each tender. This field helps with the easy identification of each tender record.
   

1. Require Tender Amount: Select “Yes” or “No” to enable or disable this feature.

1. When this field is enabled, the cashier must enter the amount tendered by the customer. Only then does the "Tender" button become active, prompting the system to automatically calculate and display the change due.

2. If the field is disabled, the cashier can press the "Tender" button without being prompted. The system assumes the customer pays the exact amount, so it doesn't calculate or display change, leaving it to the cashier to determine manually. Enabling this feature would help reduce human error during POS transactions.

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.

1.  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.

1. 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. 
   

Example: The drawer should open for every cash transaction, so this feature should be enabled for cash tenders. However, for card payments (credit/debit) or bank transfers, the drawer usually doesn't need to open — unless cashback is involved. To reduce the risk of theft from unnecessary drawer access, this feature should be disabled for non-cash transactions.

This setting will apply only when this "Tender" button is pressed on a POS screen.

1. Export Reversed: Select “Yes” or “No” to enable or disable this feature.
   

1. When enabled, the system automatically converts negative inventory values to positive during data export, ensuring only positive values are sent to the accounting system.
   
2. When disabled, negative inventory values are exported as-is, allowing them to sync directly with the accounting system.
   

Example: A coupon or promo code acts as virtual currency (not actual cash). When used for a purchase, the system treats it as a negative value. However, if the “export reversed” field is enabled for this tender type, the system will automatically convert that negative value to a positive one. The main goal of this feature is to prevent negative values from appearing in both the inventory and accounting systems.

1. 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.

1. 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. 
   

This setting will apply only when this "Tender" button is pressed on a POS screen.

1. 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) grouped together in the credit card reconciliation bucket, showing the viewer the total sum of tenders taken rather than individually each tender.

1. 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.
    
   
2. 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.

1.2. Manage Restrictions

Under the “Manage Restrictions” section highlighted in Figure 1.2.1, 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.

                                    Figure 1.2.1

1. The dialog box highlighted in Figure 1.2.2 will appear on your screen.
   

                                                                                    Figure 1.2.2

As shown in Figure 1.2.2, 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.

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 manage restrictions feature on the tenders page.

Action Buttons:
See Figure 0.2:

 - 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. 

To learn how to create and manage tenders, please refer to the video linked. 

                                                                                      Figure 2.0

Fields and buttons are explained above in the Add New Tender section. 

You can also perform this action on the Edit Tenders page.

4. Mass Update Tenders

1. Check the tender name you wish to edit/update.
   
2. To select the "n" number of tenders, hold the Ctrl button and click to select multiple tenders.
   

1. Require Tender Amount: If the preceding toggle is set to True, then you are allowed to change the value of the Require Tender Amount toggle. Set the toggle ON or OFF as needed, and if the Require Tender Amount is enabled, the cashier will be prompted during a transaction to enter the tender amount received from the customer for all the selected tenders. 
   
   
2. Allow Over Tendering: If the preceding toggle is set to True, then you are allowed to change the value of the Allow Over Tendering toggle. Set the toggle ON or OFF as needed. When this field is enabled, the system will allow the cashier to accept a tender amount greater than the total amount in a transaction for all the selected tenders.
   
   
3. Open Drawer: For this setting, if the preceding toggle is set to True, then you are allowed to change the value of Open Drawer toggle. When enabled, the drawer on the POS terminal will open after each transaction for all the selected tenders.
   
   
4. Export Reversed: For this setting, if the preceding toggle is set to True, then you are allowed to change the value of the Export Reversed toggle. If enabled, the system will automatically reverse the negative values available in inventory during the data export process for all the selected tenders.
   
   
5. Max Change: If the preceding toggle is set to True, then you are allowed to change the value of Max Change field. If turned ON, then you can enter a numerical value in the dollar ($) in the text box of this field that indicates the maximum amount of change that a cashier can pay back to the customer(s) during a transaction for all the selected tenders.
   
   
6. Min Change: If the preceding toggle is set to True, then you are allowed to change the value of the Min Change field. If turned ON, then you can enter a numerical value in the dollar ($) in the text box of this field that indicates that the minimum total value in a single transaction should be greater than or equal to the value entered for all the selected tenders.
   
   
7. Reconciliation Bucket: Selecting this option allows you to move multiple tenders from one reconciliation bucket to another.

                                                                                   Figure 4.1

1. Accounting Code: If the preceding toggle is set to True, then you are allowed to handle the Accounting Code field. If the toggle is set to True, you can enter your accounting system’s general ledger accounting code in the associated text box of this field.
   

1. Apply Exclude Department Changes: If the flag is enabled, then Exclude Department configuration in the tenders is applied to the selected tenders based on the value of Replace Existing Exclude Department toggle. 
   

1. Replace Existing Exclude Department: This setting is to be checked if the above setting (Apply Exclude Department Changes) is enabled. If the flag is set to True, then you can change the departments from the Manage Restriction part.
   

1. Manage Restriction: This part only works in sync with the above two settings, and you can select departments to replace the existing departments. 

1. Select the Departments from the list and click on "Apply."

1. Once all the changes are made, click on the "Update Selected Tenders" button.
   

For a deeper understanding, check out the FTx Academy training program — enroll in the courses, explore the topic step by step, and reinforce your knowledge with quick quizzes at the end of each module.