The following are the tender types available for sales transaction :
- Cash
- Credit
- Debit
- Check
- Gift Card
- Prepaid/Layaway
- Store Credit
- Split
Cash Sales Transaction
Overview
A cash transaction can be completed by entering items and selecting cash tender.
Details
User begins the sale by scanning the item to be sold. If the product cannot be scanned, user clicks on the Item Lookup which will display another screen, where the user can search a product by item #, name, department, UPC, category, sub-category or supplier. User clicks on the desired product and it will be pulled up on the sale transaction screen.
If exact change is not received, enter the amount tendered and press enter. Change amount will be displayed on the screen (as well as on the receipt).
If the Go Green option is checked, the customer will be emailed their receipt and a receipt will not be printed.
The user also has the option to suspend the transaction while he waits for the customer to return, and can continue to perform transactions. When the customer returns, the user will select the resume to be taken back to the saved screen.
Credit Sales Transaction
Overview
If the customer pays by credit card, the user swipes the card and required details will be automatically generated. If the option has been allowed in the configuration settings, users can also manually enter the card details. User presses the process button, and if the transaction is approved, a receipt will be printed for customer signature and a second copy to be given to the customer. Once the transaction is complete, the application will go back to the normal sale window.
Details
Users can swipe the card, and customer's card information will be auto filled into the fields above. If they don't the physical card may be damaged, or the user can re-swipe the card. If the card is damaged based on the configurations and the users PCI Compliance they may be able to hand enter the card data, in which the * marks the mandatory fields.
Without Settings the POS system will not allow the user to move forward with a Credit Card transaction, a user will need to either enter your Auth.net, PCCharge, or Zivo settings on the POS Payment Gateway Settings or CAS
Quick Links:
Setting up Payment Gateway - POS
Debit Sales Transaction
Overview
If the customer pays by debit card, the user swipes the card and required details will be automatically generated. User presses the process and the transaction will take place, a receipt will be printed, and the application will go back to the normal sale window.
Gift Cards
When a customer uses a gift card to make a purchase, the cashier can run an inquiry to determine how much is on the card. Then proceed with a transaction as normal. If the purchases are covered by the gift card, the cashier can select the gift card tender and finish the transaction. If the customer is going to use two or more pay modes, the user can use the split tender feature and finish the transaction from there.
Gift Card Settings on POS
Having the ability to accept Gift Cards is a vital function in satisfying customers needs in today's market. Having a gift card program allows merchants to provide a range of promotions and services ranging from store credit to layaway. To integrate gift cards with the POS there are certain aspects that need to be addressed: whether you will go through a gift card provider, where to obtain gift cards, and how they will be used in your retail environment. Once this has been decided, merchants can integrate the settings with the POS and be able to run all gift card related functions quickly and seamlessly.
Getting Started
First is deciding on a gift card processor, the system integrates smoothly with STS (Smart Transaction Systems). If you are not going to use a processor and would wish to use your own system, keep in mind that not all features will be available and users would need a way to record the activation of gift cards. Deciding on a processor will determine how the system will operate and how certain functions will be obtained. For example we will use STS in explaining how functions work.
With the processor chosen, next will be where to obtain gift cards. Merchants will need to determine what type of gift cards they are going to use, ones that have a mag strip that can be swiped like a credit card, or that have to be hand entered. Merchant can purchase gift cards from the retailcloud Support department (just come on chat through your POS to inquire or via email at support@retailcloud.com
The benefit of having a swipe gift card card over a voucher style, is for quickness at the POS. Users will be able to run the transaction similar to credit transactions, once settings have been set at the CAS and POS.
Existing Gift Cards
To convert your current supply of gift cards to STS the following form must be completed, and the cards must be verified for compatibility (verify what appears in the magnetic stripe in order to compare that to the number on the card). The process is to swipe the card with a text page or equivalent open so that the numbers in the track appear. Forward information to support@retailcloud.com , to confirm if STS can convert the card.
STS Conversion Agreement 2014.pdf - 71KB
Processing Information
Settings on CAS and POS
CAS settings for setting up the gift card processor are made by the system admin only, from the Payment Gateway screen. Users will be able to select from the drop down of the integrated processors and fill in the required information.
For CAS
Merchants would gather information from the processor and Log in to the CAS using the System admin account.
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From here on the CAS, users will be able to select the settings for how gift cards will operate. The User can select the location of the update to push to by selecting the appropriate Venue, Store and Register drop downs. If ALL is selected then the settings will go to all units within the domain. The Merchant Number is provided by your gift card provider. The Terminal ID is also provided by the gift card provider and should be an individual number for each terminal. Enabling the Hand key allows the POS user to manually input the customer's gift card number to finish a sale in the event of a demagnetized card or a phone order. Enabling the Validate Gift causes the POS to process the gift card transaction with the gift card processor. Enabling the Test Request allows the POS operator to complete sales to the appropriate tender without actually receiving any verification from the processing bank.
For POS
STS Gift Cards : The following details are mandatory, and provided from the gift card provider.
Users must provide the merchant name/number and the terminal ID. The user can allow hand keyed transactions, rather than just swiping the card, by checking "manual entry of card details" If prevent verification is checked by the user then the gift card number does not go to the bank. The POS assumes the user already has the needed verification and prints a receipt. Test mode allows for test transactions to be run.
Other Gift Card : The following details are mandatory, and provided from TCC
- Client ID
- Client Code
- Location ID
- Terminal ID
The user can allow hand keyed transactions, rather than just swiping the card, by checking manual entry of card details.
Gift Card Transaction
Once settings are set at the CAS or the POS for the location. Users will need to create a prepaid item that will be the item that will be sold when a customer purchases a gift card and then will activate it. This transaction will be included as a normal transaction to record that a gift card was sold and tender taken.
Activating/Inquiry Gift Cards
After the service item has been sold, the users can activate the gift card by either swiping or hand entering the card number; then using the transaction number to verify the sale. A transaction with a service item must be sold to activate a gift card.
For Balance inquiry users will just need to enter or swipe the gift cards and the remaining balance will be shown and printed.
Gift Card Tender
When a customer uses a gift card to make a purchase, the cashier can run an inquiry to determine how much is on the card. Then proceed with a transaction as normal. If the purchases are covered by the gift card, the cashier can select the gift card tender and finish the transaction. If the customer is going to use two or more pay modes, the user can use the split tender feature and finish the transaction from there.
Gift Card Pricing
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Custom Cards
Print time from final proof approval is 10-12 business days. Add ship time on top of that for cards to arrive.Set up fee of $100 per design. (Reorders for the same designed cards (no changes) is a $50 set up fee)
Quantity Cost 100 $199.00 $1.99 per card
250 $312.50 $1.25 per card 500 $625.00 $1.25 per card 1,000 $900.00 $0.90 per card 2,500 $2,000.00 $0.80 per card Everyday and Grow POS Pricing : $10/mo plus $0.10/transaction Pro and Enterprise Pricing : $0/mo fee and first 100 transactions (Additional transactions @ $0.10)
Complete Agreement, Provide logo, etc for cards
STS Gift Card Setup Form.pdf - 125KB
Sample gift card disclosure (on back of card)
Gift Cards ArtworkRequirements-Guidelines (1).pdf - 107KB
Gift Cards ArtworkRequirements-Guidelines (2).pdf - 107KB
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Smart Transaction Systems (Gift Cards)
Overview
Smart Transactions System is a Gift Card gateway that takes care of the security of Gift Cards and verifies authorization security aspects. Your gift card provider would check if the tender is a valid transaction or not and thus would confirm or deny the purchase with the customer.
Details
The User can select the location of the update to push to by selecting the appropriate Venue, Store and Register drop downs. If ALL is selected then the settings will go to all units within the domain.
The Merchant Number is provided by your gift card provider.
The Terminal ID is also provided by the gift card provider and should be an individual number for each terminal.
Enabling the Hand key allows the POS user to manually input the customer's gift card number to finish a sale in the event of a demagnetized card or a phone order.
Enabling the Validate Gift causes the POS to process the gift card transaction with the gift card processor.
Enabling the Test Request allows the POS operator to complete sales to the appropriate tender without actually receiving any verification from the processing bank.
Access
Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers, warehouse general managers as well as zone managers and human resource managers may modify size brick settings at Venues or Store assigned to them.
Sample Gift Card Disclosure
Sample Disclosure on back of gift card:
This is for reference only and retailcloud does not endorse the use of this disclosure
Please keep your gift card in a safe place. XXX cannot accept responsibility for cards lost or damaged. Your XXX gift card may only be used for purchases at participating XXX stores. It cannot be redeemed or returned for cash or applied as payment to any account unless required by law.
Check Sales Transaction
Overview
If the customer pays by check, the user enters the check details and presses the process button. User presses the process and the transaction will take place, a receipt will be printed, and the application will go back to the normal sale window.
Details After entering Check information, the user has the ability to modify the amount.
Access
All with access to run sales from the POS
Prepaid/Layaway
Payments on a Prepaid Account
When a customer wants to make payments on their Prepaid Account (assuming that they have already made their first initial deposit/payment),
- Go to POS -->Transactions --> Prepaid tab.
- Customer Name & Number will be auto populated.
- Enter the amount of the payment
- Enter any comments regarding the transaction
- PAY is selected if this will be a partial payment (balance will still be due)
- FULL PAY is selected if this transaction will be to pay off the balance on the Prepaid item.
- CANCEL is selected if this transaction is to Cancel the Prepaid Account - this cannot be reversed.
- No future payments can be made. If the Cancellation was in error, a new Prepaid Transaction must be created. If the transaction is cancelled it will have to be subject to the cancellation rules set in the configuration and a receipt would have to be printed for the customer to sign.
Dwolla
Overview:
In order for a merchant to accept Dwolla as a payment type, they must first establish a Dwolla account and then enable the account on the CAS. A Merchant would be able to enable Dwolla for use on the POS, so that customers can use Dwolla to pay at the POS for their purchases, as a tender type, in place of cash or credit. (Please note: the enable Dwolla button is only active at the store level, it cannot be enabled on the venue or enterprise level).
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Details:
A Dwolla account must be set up on www.dwolla.com. Once activated, that account is used to enable Dwolla on the POS, so that Dwolla can be accepted as a payment type at the POS.
To enable Dwolla, the merchant's gateway settings must be set up at the store level. The "Enable" button is not activated unless the payment gateway settings are set up at the store level.
With Dwolla enabled, the user will be able to accept Dwolla user credentials as a payment option at the POS. Users can enter in their merchant credentials here to be able to track and process transactions on the POS and CAS.
Access:
By Default access is limited to System Admin
Store Credit
Add Store Credit on the Gateway Settings (CAS and/or POS)
Users can use Store Credit as an option of payment. In order to activate this option, you must first select it as an accepted form of tender from your payment gateways on CAS and save these settings. Once this is completed, you will want to log into your POS then go to CONFIGURATIONS → SETTINGS → PAYMENT GATEWAYS, choose your gateway which you set up on CAS and everything should populate accordingly. Save
Reports : Sales done using Store Credit will show up on sales reports such as the Daily Sales Summary Report and CAS Sales Reports as "Store Credit"
Note : The system does not maintain balances of store credit transactions - it allows the merchant to use this as a payment type. Tracking, invoicing, collection of store credits must be done using other means.
Information on using Store Credit as a Payment Type
Why use Store Credit ?
Practical uses include using store credit on returned purchases in place of using gift cards or for the regular corporate customers picking up supplies and paying their corporate account on a monthly basis (this must still be tracked/maintained off system, as this feature only makes available the payment option).
Store Credit as a Payment Type
On the Sales Transaction Screen, if you want to extend in store credit - Go to OTHER → STORE CREDIT. The sales receipt will say "Store Credit" on the top of the receipt. POS and CAS reports will include In Store Credit as a pay mode, so the invoices can be sent to those with in store credit, if needed.
Completing the Store Credit Sale:
Split
This feature allows to do split tender transactions
Articles in this section
- Getting Started
- Setup
- Installation & Download
- Uninstallation
- Training Mode
- Signing In
- Clock In/Clock Out
- Configure
- Setup
- Terminate
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