A Note About This Guide

 

Directions are written in plain text

 

Examples are indented

enter price

 

Specific register keys are bold

1 %ICON{right}% clerk %ICON{right}%

 

Choices of keys within a group (payment, product, discount categories) are ALL CAPITALS

enter price %ICON{right}% DEPT. KEY

 

 

Instructions for alternate situations are in blue

if debit/ ebt, customer enters PIN

 

 


%X% indicates a caution.

 

 

 

 

 

 

 

 

 

 

 

Members must show their card or temporary receipt of dues paid to get a discount.

We accept checks from members only.


%X% Make sure there are 2 rolls of receipt paper in the register. If the edges show pink, replace the roll.
See the section of replacing the roll to replace the roll. :)


%X% We do not accept American Express, or bills larger than $20.


%X% No IOUs, even among working members.

 

Ringing a sale-- the basics

 

Enter customerÕs category number %ICON{right}% clerk

Ring each item: price %ICON{right}% DEPT. KEY. Do not use the decimal point.

 

Use scale key for items sold by weight (subtracting weight of containers, as needed. See "Tares")

 

subtotal (plus FS Subtotal, if an EBT sale)

DISCOUNT, if any, %ICON{right}% subtotal

Process card at terminal, if credit or EBT sale

Enter payment amount %ICON{right}% PAYMENT KEY

File card receipt, if any

 

=

%X%To print an itemized sales receipt:

press cash after closing the drawer but before pressing any other key

 

To Ring Multiples of the Same Item: enter price, then press the product key more than once:

155 %ICON{right}% packaged %ICON{right}% packaged %ICON{right}% packaged

 

or use the X/Time key:

 

%ICON{right}% quantity %ICON{right}% X/Time %ICON{right}% price %ICON{right}% DEPT. KEY

 

3 X/Time %ICON{right}% 155 %ICON{right}% packaged

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Using the Scale

For items with no container, or one with no tare (produce/bulk food in a compostable bag):

 

Place item on scale %ICON{right}% scale %ICON{right}% enter price per lb %ICON{right}% DEPT. KEY

 

Dried mango: %ICON{right}% scale %ICON{right}% 931 %ICON{right}% bulk lb.

Bananas: %ICON{right}% scale %ICON{right}% 94 %ICON{right}% produce lb.

 

The price per lb., total weight and cost of item will be displayed on the receipt. For items in jars, tubs or cloth bags, see below.

 

TARES (subtracting the weight of containers from scale items):


%X% use the decimal point when entering all tare weights.

place item on scale%ICON{right}% tare %ICON{right}% enter weight of container, w/decimal %ICON{right}% scale %ICON{right}% scale %ICON{right}% enter price %ICON{right}% dept key

( the weight displayed on the register should be lower than that on the scale).


%ICON{right}% tare %ICON{right}% . 04 %ICON{right}% scale %ICON{right}% scale %ICON{right}% 157 %ICON{right}% bulk lb.

See chart on scale for tare weights of containers we sell


%X% If the shopper is using a new container of ours, ring separately:

 

enter container price %ICON{right}% Bag/Bottle/Jar (press multiple times if there are multiple containers)

Credit/Debit:

We take Visa, Master Card, Diners Club and Discover.


%X% We do not take American Express.


%X%Suggested minimum for credit/debit purchases is $10. DonÕt turn anyone away, but request that they get close.

Ring items %ICON{right}% subtotal %ICON{right}% DISCOUNT (if any) & subtotal

Swipe card at terminal %ICON{right}% select "credit" or "debit"

Enter sale amount %ICON{right}% enter key

If DEBIT, shopper enters PIN on customer keypad

Screen should say Òdialing..receivingÓ etc.

When transaction completes, the store copy of the receipt will print and terminal will beep,

the screen will read ÒPrint Customer Copy?Ó %ICON{right}%choose Y or N


%X%If CREDIT , make sure the shopper signs the merchant receipt.


%X% Back at the register, enter the amount paid %ICON{right}% credit/debit

Make sure receipt says ÒapprovedÓ & file store copy.

Sales over $30 can be split between 2 cards, or card & cash. See ÒSplit Transactions.Ó

 

 

 

 

 

EBT CARDS


%X% There is no minimum for EBT sales.

EBT cards cannot be used to pay for non-food items, like canteens or soap.

When EBT Cards are used for water or taxable food, we must waive the tax.

 

At the register:

 

Ring items %ICON{right}%

subtotal %ICON{right}% EBT discount %ICON{right}% FS subtotal (note: this is different than regular subtotal key)

 

Process Card

swipe %ICON{right}% select ÒEBTÓ%ICON{right}% select ÒFoodÓ %ICON{right}%  enter amt %ICON{right}%  green key %ICON{right}%  customer enters PIN )

Make sure receipt says ÒapprovedÓ %ICON{right}% print customer copy & file store copy.

* 
%X%* Back at register, enter the amount to be paid w/ card %ICON{right}% EBT key

See ÒTroubleshootingÓ section for terminal problems & declined cards

 

 

 

Declined Cards

Sometimes a card transaction doesn't go through. This is usually due to a glitch in the phone connection. Try swiping it again; it should work.

If a debit or credit card is actually declined, ask the customer for another one.

DECLINED EBT CARDS:

If thereÕs not enough money on the card for the entire sale, it will be declined, and the slip will show you the balance left on the card. There are two options:

1. The shopper can use cash instead of their card (no need to swipe card or re-enter items, just enter the amount paid on the register %ICON{right}% cash )

2. Split the transaction: ring the amount left on the card using the terminal, and pay the balance in cash.

See Split Payments

 

SPLIT PAYMENTS

A transaction can be "split" between a card and cash. The important thing is to tell the register how much is being paid by each method.  It's ok for:

1. EBT users whose available balance is less than their total (no minimum applies)

2. Sales of $20 or more to be split between card + cash.

á      Ring items & discount

á      Process first split amount on the card

á      At the register: enter cash amount, then card amount

á      Voila! The balance will be zero.

Say the sales total is 45.00 and you want to split it, $25/$20, between cash and a card:

process $20 on card using terminal %ICON{right}% at register, enter 2000 %ICON{right}% CASH %ICON{right}% 2500 %ICON{right}% CREDIT/DEBIT or EBT

This may also work with two different credit cards, or EBT & Credit/Debit

%X%If this seems too complicated, you don't have to do it! Items can always be put back if the shopper doesn't have enough money (use RETURN or press CANCEL & start over).

 

FIXING MISTAKES

error corr will undo the last item rung, as long as you havenÕt hit any other key.

cancel erases the entire sale, and lets you start over from the beginning. Handy!

return lets you remove one item at a time, during or after a sale:

 

return %ICON{right}% price %ICON{right}% DEPT. KEY (scale and tare steps should be included as needed*)

 

Press subtotal to confirm that the item was subtracted

 

Repeat for other items as needed, making sure to press return first, each time. When you're done, finish the sale as normal.

 


%X% *If you canÕt place the item on the scale for some reason, use closest category, i.e.: return %ICON{right}% cost of item (not per lb. price) %ICON{right}% bulk prepack or produce bunch

 

%X% If you notice a mistake after the discount has been given, the simplest thing to do is press cancel and start over.

Incorrect or Forgotten Discounts

If you give the customer the wrong discount by accident, but you haven't hit subtotal yet, you're in luck:

Press error corr (the discount will be added back in) %ICON{right}% subtotal %ICON{right}% correct DISCOUNT KEY

Done!

 

If you close out the sale and realize you've forgotten to give the customer their discount:

á      Press CASH to print a receipt, if possible.

á      Use a calculator to figure out what we owe the customer (afraid of math? Here's how!):

Discount

Multiply Total By

3%

.97

5%

.95

8%

.92

15%

.85

20%

.80

25%

.75

á      Ring the amount as a PAY OUT

á      Write up a receipt in the 2-part receipt book

o      include date, amount, transaction # from register tape and Òdiscount not rung.Ò

o      Staple the register receipt to the top copy.

Voila!

 

Ringing and Recording Dues Payments

%X% Have the person use a membership form, even for renewals.

%X% No discount is taken when paying dues. Dues may be paid with cash, check debit or credit.

To ring up dues:

1 %ICON{right}% clerk

enter amount %ICON{right}% dues %ICON{right}% subtotal

process card, if applicable


%ICON{right}% enter amount paid %ICON{right}% PAYMENT KEY

Press cash to print a receipt. Record the transaction in 2 places:

1. On the membership form: fill in Amt. Paid, Transaction # (from the register receipt) & your name. File with Completed Membership Forms.

2. In the 2-part receipt book:

 

á      date

á      full name of member

á      description (i.e. Ôrenewing duesÕ Ônew working/nonworking duesÕ)

á      amount

á      transaction # from cash register receipt in case receipt itself is lost

Give the top copy to the member. Tell them to use it as a temporary card until their permanent card or renewal sticker is made.

Staple the cash register receipt to the bottom.

 

 

 

PAY OUTS (cash coming out of the register for supplies, deliveries & deposits):

1 %ICON{right}%  clerk

 PO  %ICON{right}% enter amount (no decimal) %ICON{right}%  cash %ICON{right}%  PO

close drawer after removing money  cash to print a receipt, and staple it to the yellow copy in the 2-part receipt book. Fill out the following:

á       date

á       total amount

á       vendorÕs name or description of purchase ('Local Tofu', 'light bulbs', 'bank deposit')

á       transaction number from our register receipt

á       your name

Attach vendor/store receipt to yellow copy, along with our register receipt.

 

Cash Received (for donations, returning change from Pos, or credits received from vendors).

Just like a pay out, but you use the RA (which stands for "Rung on Account") key instead.

1 %ICON{right}%  clerk

RA  %ICON{right}% enter amount (no decimal) %ICON{right}%  cash %ICON{right}%  RA

cash to print a receipt %ICON{right}%staple it to the yellow copy in the 2-part receipt book. Fill out the following:

á date

á total amount

á description ('donation kitty', 'credit from vendor')

á transaction number from our register receipt

á your name

 

Attach vendor/store receipt to yellow copy, along with our register receipt.

 

 

 

 

 

 

 

 

 

 

 

 

DRAWER COUNTS/ X and Z TOTALS:

Closing shifts need to count the money in the drawer and run 2 reports on the register:

1 %ICON{right}% clerk

Turn key to X position

1 %ICON{right}% subtotal - this prints a report of sales by dept. (aka PLU), then

3 %ICON{right}% subtotal - this prints a report of sales by customer category (aka CLERK)

Turn key back to ÔregÕ and press NS/# key - this will open the drawer.
Count bills and checks and enter totals in X-COUNT binder (on shelf behind the register)
Staple the two register reports neatly on top of the column where you recorded the drawer count


%X%Tuesday, Friday and last day of the month, do as above, but turn key to ÔZÕ instead of ÔXÕ