Buttons at the top of the Sales Screen:
Close: The Close button closes the screen. Any information entered will be saved. It does not eliminate or delete the transaction. If the Sales Screen is closed before the transaction is completed, click the Open Invoice button.
Find Inventory: Clicking the Find Inventory button brings up the Inventory Search screen. In the Inventory Search screen you can enter search criteria into the available search fields to find the inventory item you wish to sell. Once you enter the criteria, a list will be generated. You can then select the item from the list and it will be added to a line item of the invoice.
New Inventory: This button opens the Inventory Quick Add screen. This feature allows an inventory item to be added on the fly. This can be useful when a customer wants to purchase an item you have not had time to enter into your PayGo point of sale software.
Return: If a customer decides to return merchandise to your store, press this button to process the return. In the Returns screen, scan or enter the invoice ID from the receipt provided by the customer. Then scan or enter the item(s) the customer wants to return. Once complete, click the Done button located in the Returns screen.
Note: To do a return without a sales receipt, process the return as if you were doing a normal sale using a negative quantity (e.g. -1) for the line item.
Open Invoices: Click this button to see all invoices with an Open status.
New Invoice: This button opens a new Sales screen and starts a new invoice record without closing the Sales screen and invoice record currently being used. Clicking this button allows multiple transactions to be available simultaneously. This can be useful if you have started a transaction for one customer who realizes that they forgot to grab an item they need to purchase midway through ringing up their sale. The next customer in line can be assisted and their transaction completed without losing the information already entered in for the first customer.
Hold: If you have a customer who wants to purchase some items but not pay for them yet, this button allows you to easily put the items on hold. Putting items on hold removes them from the on hand quantity available and puts the item(s) on hold in the inventory database. This will prevent someone else from selling this quantity from inventory.
Unhold: This button will reverse the process of putting the invoice on hold.
Total: Recalculate the subtotal and total of the invoice by pressing the Total button.
Receipt Copy: Print a copy of the existing invoice you are viewing by clicking on Receipt Copy.
Post No Print: To process an invoice without printing a receipt, click this button. The posting process takes the inventory out of quantity on hand, marks the sale as posted (which makes it un-editable), and updates all other necessary areas in the database to reflect the sale.
Post & Print: To process an invoice and print a receipt, click this button. he Post button will process the items on the invoice and print any required receipts. The posting process takes the inventory out of quantity on hand, marks the sale as posted (which makes it un-editable), and updates all other necessary areas in the database to reflect the sale on the screen and on reports.
A Payment Method can be selected using the buttons in the upper right hand corner of the screen. For each type of payment method that you have listed in Company Setup, you will see a button displayed in this area. You can apply multiple payment methods to a sale if you like. Multiple forms of payment can be accepted during any transaction. Once a Payment Method is selected it will appear in the field below. The amount of money assigned to the form of payment can be adjusted using the Numeric Buttons in the lower right hand corner.
The New button is located in the Add Customer To Invoice section of the Sales Screen. Click on the New button whenever you want to capture a new customer’s information during a sales transaction.
When you enter the name of a returning customer into the Search Customers field and click enter or select them from a list, a new group of buttons appears on the Sales Screen in the customer entry area:
If after pulling up a customer onto the screen, you realize that the customer you are assisting is not a returning customer and that you selected a name in error, you can click on the New button and enter the new customer’s information.
Edit: Open the Customer Entry screen with this button to edit the information of the customer that has been added to the invoice.
History: The History button accesses and displays the sales history of the customer on the current invoice/Sales Screen.
Credits: Press this button to display any credits that the customer on the current invoice/Sales Screen has available.
Once an inventory item has been added onto the Sales Screen, a new set of buttons will appear on the screen in the Add Items To Invoice area of the screen:
Tax/No Tax: Switch an item between taxable and not taxable by selecting a line item (or items) and clicking on the Tax/No Tax button. The taxable status of the item(s) only changes on the current invoice. It does not change its tax status in the global setting for the inventory item(s).
Apply Discount: Select the items you wish to discount, then click the Apply Discount button to provide your customers with a discount for an item on the invoice. The Price Adjustment screen will come up. Enter a discount percentage, amount, or new price; and, provide a reason for the discount in the Price Adjustment screen. PayGo will apply the discount entered to the line item(s) selected.
Select: Clicking the Select button allows all items to be either selected or deselected. When clicked, a small screen asking if you wish to select or deselect all items will be prompted. Choose the appropriate answer. If you only want to select a portion of the inventory items listed, click on the box located on the right hand side of the line item.
Search Customers: If you want to associate a sale with a customer and you know that this customer exists within PayGo, you can type the customer’s entire phone number or a portion of their first, last, or company name in the Search Customers field. PayGo will search your customer database. The customer record will either appear immediately or a list of matching customer records that can be selected from will be generated.
Search Inventory: The Search Inventory field in the Add Item to Invoice section searches for a matching item if you enter the Item ID, Item Name, Vendor Item Number (SKU), UPC Code, ISBN Code, Manufacturer Item Number, or Old Item Number / Barcode. This makes finding the correct item information a snap when speed at the register is a must.
The box next to the Search Inventory field shows the quantity being added to the invoice. PayGo defaults to “1” for quantity unless you have specified that the item or department perform a quantity pop-up for each transaction.
When an inventory item is added to the Sales Screen the lines beneath the Add Item to Invoice section become populated with additional fields and buttons.
Invoice Line Fields:
Qty: This field displays the quantity of the inventory item being sold in the transaction. If you wish to edit this, click on the box. The Enter a Quantity screen will be displayed. Enter the correct quantity and then click on the Continue button in the upper right hand corner of the Enter Quantity screen.
Item ID: This is the number/code associated with the inventory displayed on the Invoice Line field. Clicking on the Item ID in the field will open the Inventory Item Quick View screen for the inventory associated with the Item ID.
Item Name: This displays the name of the inventory item. The information is pulled from the inventory database. Clicking on the Item Name will display an Item Notes box where instructions and other information can be provided for the particular item on this particular invoice.
Tax: If an inventory item has been designated taxable a “T” will populate this area for each form of tax applicable to indicate that tax is being applied to the specific item. If in the Company Setup screen a percentage is entered for Tax 1 (City) and Tax 2 (State), two “T”s will appear in the field. If the customer is tax exempt or exempt from one or more of the taxes (see New Customer section), then no tax will be calculated.
Amount: This field displays the retail amount assigned to the inventory item being sold. The amount displayed is generated from the inventory item’s Our Retail field.
Discount: In this field the dollar amount that an item is discounted is displayed. If the item is part of a department that has a global or membership discount, PayGo will automatically calculate the discount. To manually apply a discount to an item, select the box at the end of the Invoice Line and click the Apply Discount button.
Extended: The dollar amount displayed equals the Quantity x Amount.
Use the Box on Right Hand Side of the Invoice Line to select the invoice line. Once selected changes can be made to the line (ex: applying a discount).
The Print Output, Copies, and Salesperson fields are located to the right of the customer buttons and above the invoice buttons.
Print Output: This field allows you to select where you want the receipt or invoice printed to and what format you would like it in. Available options include: sending an email formatted invoice, printing a full-page invoice, or printing a normal receipt.
Copies: When printing a receipt, you can specify how many copies you would like to print. The default is “1.” If you wish to change the default quantity, you can do so by going to the Invoice section of Workstation Settings on Line # 5, Receipt/Invoice Copies.
Salesperson: This field provides a dropdown list of salespeople generated from your employee list. If you wish to associate a sale with a particular salesperson, select their name from the list.
Payment Method & Amount: The payment method you select will be displayed in this field. The amount (which defaults to the total due) will be displayed on the same line. You can edit the amount being payed by the method selected. Multiple payment methods can be used on the same invoice.