Transaction Codes
- Kevin Colaco
- support
Overview
Discounts are often used in retail to discount overstocked or end of season merchandise, and can be used to appreciate your customer base, especially if it is designed around your CRM builder and customer categories. For employees it allows a perk, encourages sales and understanding the products you, as the merchant, provide. When employees use the items sold for personal use they can better describe and recommend the items. It is also a good way to clear back stock or seasonal items that maybe taking up space on the sales floor, that other relevant items that could generate revenue could be stocked. A great way to determine these items is from the attribute analysis report.
Discounts can be applied at the POS in one of two ways; at a transaction level where the discount is applied across all items in the transaction, or at an item level, where it is applied on a single item. In addition items can be modified to always ring up at a discount by applying a discount code at the master item level or at a price list level.
Tiering of discounts:
If a discount is in place at an item level, transaction level, and part of a multiple item discount - all of the discounts will not be taken. The system tiers the discount so that they supercede ones placed at a lower level.
Lowest level: Item level discount (this will be in effect if no other discount is used)
Transaction Level Discount This supersedes item level discounts
Multiple item discount - Multi item discounts are essentially pricing on bundles (or packages) and so their pricing should be treated as an individual promotional unit price. That is to say if there is a price of $10 for 3 items and each items is $4, the 3 for $10 superseded the $12 price. Then if a transaction level discount of 20% is applied, the price should be reduced to $8.This is the only instance when a transaction level discount will be applied on a previously discounted item, as multi item discounts are really packages.
Details
Each discount must have its own unique Name. This will show up in all reports and filters so you should name them carefully. If you try to create a discount with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports.
Select the Type of Discount: Discounts can be applied at a straight Percentage deducted from the selling price or using the Multiple Item Discount (where the customer purchases more items and receives a greater discount) or an item can be discounted to Cost Price Plus a Percentage. Variable discounts can also be set up so the cashier is prompted for the discount percent at the sales screen.
Cost plus Percentage allows for a discount to be structured at a specified percent above cost. This will allow merchants to offer either certain customers or groups of customers a favorable discount that is sure not go below cost. Typically a discount like this is reserved for employees, "friends and family" or owners. Note: since this discount is based on cost, it's important to make sure that costs are correctly entered into the system. Retailers who utilize this discount will probably want to track overall costs using the purchase order and inventory receiving functions of the CAS. In addition to correctly reflecting costs, it will also provide you with reporting on any cost variances from your vendors as well as return on investment reporting on a classification or vendor level. NOTE: The Cost plus percentage discount is ONLY available as a WinPOS Feature.
Enter the fixed rate that the item will be discounted by from the selling price or added to the cost price as dictated by the previous selection.
Link to the steps to make a discount Inactive
Link to Activating an Expired Discount
Access
Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers and warehouse general managers may modify discount code settings at Venues or Store assigned to them.
Overview
Create a Tax Structure to apply a tax rate to an item. Items may only have one Tax Structure applied to them, the default rate for the enterprise for a tax structure is established here, Rates for tax structures can be overridden at a venue or store level .
link for information on: Tax Exempt Sales
DETAILS
Each Tax Structure must have its own unique Structure Name. This will show up in all reports and tax filters so you should name them carefully. You may also add Tax Labels for display on receipts (tax labels are not shown on reports).Use of the tax label, would be if you sell in an area that required a breakdown of the sales tax. If your sales tax rate is 11% and "Local Tax" is 8% and "City Tax" is 3%. The breakdown of tax is displayed on the customer receipt and reporting will be at the 11% tax name
If you try to create a tax structure with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports.
Each structure can support two rates if necessary. In Percentage 1, enter the applicable percentage rate for the first rate that will be charged. In Percentage 2, enter the applicable percentage rate for the second rate that will be charged; otherwise it can be left blank.
If the rate on percentage 2 is to be charged on the Amount plus the tax in percentage 1 , then check the Compounded box; otherwise it should be left blank.
In some instances tax structures are only applicable if the item is priced above a certain amount, if that is the case enter the Minimum Taxable Amount on which the tax structure should apply. The tax is applied to the full item price. If the price of any items associated with this structure is below the minimum amount, no tax will be applied. Tax structures do not consider any minimum transactional amounts only minimum item amounts. The minimum taxable amount can be applied to both Percent 1 and Percent 2.
Example of minimum tax: Percentage 1 is 10% and "Apply Tax1 if over this amount" is $50. The item sells for $200. $200 is taxable at 10% - tax will be $20 (as the item sells for over $50).
You can also select the tax to be applied to "over amount" or "under amount" instead of the full amount.
The tax percentage can be applied to only the amount that is above the amount entered. If the tax rate is 10% and the apply to tax amount is $50.00. If the item is sold for $120.00 the 10% is only applied to $70.00, tax is $7.00
Or
The tax percentage can be applied to only the amount that is under the amount entered. If the tax rate is 10% and the apply to tax amount is $50.00. if the item is sold for $120.00 the 10% is only applied to $50.00, tax is $5.00.
Click on Save to create the Tax Structure.
Access
Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting, store managers and warehouse general managers may modify tax code settings at Venues or Store assigned to them.
Overview
Coupons can be applied at the POS in one of two ways, at an item level or at a transaction level. Coupons processed at the item level are treated as a reduction in price but coupons run at a transactional level are considered as a negotiable item and are reported on the Real Time Sales report. The option also exists to run an "Auto Generated Coupon", which is set up at the POS and allows for the coupon to apply at the item level without further action. (Note: auto generated coupons are item level only).
Applying tax to the item: When Transaction Level coupons are used, sales tax for each item is still charged, as this is treating the coupon as a Tender Mode and not as a reduction in the price of an item. Item level coupons will reduce the sales amount of the item - so sales tax will be assessed on the net amount (sales item less coupon)
Example of a Groupon type coupon processing flow
Details
Each Coupon must have its own unique Description. This will show up in all reports and filters so you should name them carefully. If you try to create a coupon with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports.
Select the Amount of the coupon.
Enter the To and From Dates that the discount will be in effect for. It is recommended that if the discount is ongoing pick an annual date that all ongoing discounts terminate, so that you can review their impact annually, and eliminate discounts that are no longer applicable.
Select Item Only if this coupon is to be used only for a specific product
Select General Purpose if this coupon is to be available to use for any item at the transactional level.
Repeat
Select when you would like the coupon to be active, weekly, monthly, and daily
select from the check boxes or drop down on which days you would like the coupon to be active
Starts On date is the day that the coupon will be available on the pos from the frequency criteria set for the coupon
Ends, allows you to select the date it will end or if doesn't have an end date.
*Summary, *shows in words the options you have chosen for this coupon.
Click on Save to create the Coupon Code.
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 coupon code settings at Venues or Store assigned to them.
Fodder for Thought on Refunds
Monitoring the refunds that cashiers are extending to customers is a crucial task.
Are products from certain vendors returned more than others - this indicates that the vendor or product may need to be replaced.
Is one store experiencing excessive returns - investigate why.
Enabling the Refund Verification Function helps to curb abuse
Monitor rights assigned to cashiers to ensure that refund decisions are in the right hands.
Refund Codes - Creation
Refund codes are used at the sales screen on the POS to track the reasons why product was returned. The reason is displayed on the Refund Report. Refund Codes are a type of Transaction Code and can be created on CAS under Management>Transaction Codes>Refund Code.
Each Refund Code must have its own unique Description. This will show up in reports so you should name them carefully. If you try to create a reason code with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create codes with the same name. This will lead to confusion when reviewing reports.
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 refund code settings at Venues or Store assigned to them.
Overview
The user provides the name of the person or company with the product royalty rights, and assigns a royalty percentage for every product sold.
Details
Each Royalty Structure must have its own unique Name. This will show up in all reports and tax filters so you should name them carefully. If you try to create a royalty structure with an existing name a popup will displayed asking you to confirm this activity. It is not advisable to create structures with the same name. This will lead to much confusion when reviewing reports.
Enter the Rate as a percentage of what the royalty will be.
Click on Save to create the Royalty Structure.
Access
Access to this function at an enterprise level is limited by default to the System Administrator and Financial users only. Accounting may modify royalty level settings at Venues or Store assigned to them.